vdot training manual

AASHTOWare Project Preconstruction™

AWP-PreCon

Version 4.2.1

VDOT Training Manual

Published by:

March 2021

2 VDOT AWP-PreCon Training Manual March 2021

SUPPORT / HELP

Purpose Name Email Phone Number

All PreCon Questions &

Support

Customer Support Hub (VDOT only)

https://covgov.sharepoint.com/sites/VDOT-CON-IBASHelpDesk

AWP-PreCon Administrator

[email protected] 804-371-4356

COV login/password Management

VITA (VCCC) Customer Care

Center [email protected] 866-637-8482

Item Pricing questions

John Hensley [email protected] 804-371-0507

FHWA /Federal Type Code questions

Regina Franklin [email protected] 804-786-1312

Tracy Mayo [email protected] 804-786-2461

AWP Preconstruction USER ACCESS

Access to AASHTOWare Project Preconstruction (AWP-PreCon) is through a VDOT SARA request only. Due the sensitivity of the software, all users must pass a required CHRC background check before access will be granted. Access is via a COV user account and the password must be updated routinely. Once a COV account & a background check in complete, a SARA request is submitted for AWP-Precon access with the appropriate role and control group assigned. The user’s access in AWP-PreCon must match the permission level (Role) in SARA. VDOT Users should submit questions and/or issues to the AWP Customer Support Hub https://covgov.sharepoint.com/sites/VDOT-CON-IBASHelpDesk

External or Consultant Users should email the AWP-PreCon Administrator for assistance.





Table of Contents

SUPPORT / HELP ........................................................................................................................................ 2

1. GETTING STARTED ................................................................................................................................. 7

1.1.1 Internet Browser Settings .......................................................................................................... 7 1.1.2 Navigation ................................................................................................................................. 7 1.1.3 Using Online Help ..................................................................................................................... 7 1.1.4 Search ........................................................................................................................................ 8

1.2 Logging On & Off .................................................................................................................................. 9 1.3 The Dashboard ...................................................................................................................................... 10

1.3.1 Menu Bar ................................................................................................................................... 11 1.3.2 Quick Links ............................................................................................................................... 12 1.3.3 Hypertext Links ......................................................................................................................... 12

1.3.4 Alternate Paths ........................................................................................................................... 12

1.3.5 Using Bookmarks .................................................................................................................... 12

1.3.6 Icons ........................................................................................................................................ 13 1.3.7 Viewing Previous Activity ........................................................................................................ 13 1.3.8 Viewing My Pages .................................................................................................................. 14

1.4 Understanding your Role ...................................................................................................................... 14

1.5 VDOT Control Groups ......................................................................................................................... 14 1.6 Using Components ................................................................................................................................ 15

1.6.1 Working with Fields ................................................................................................................ 16 1.7 Overview, Summary, Tabs and Quick Links ........................................................................................ 17 1.8 Using the Quick Find Search Box ........................................................................................................ 18

2. PROJECTS ............................................................................................................................................ 19

2.1 Responsibility ..................................................................................................................................... 19

2.2 Field Entry and Case requirements. .................................................................................................... 19

2.3 Creating a New Project ......................................................................................................................... 20 2.4 Complete Remaining Fields................................................................................................................. 23

2.5 Project Quick links ................................................................................................................................ 24 2.6 General Tab ......................................................................................................................................... 25

2.6.1 iPM Interface ........................................................................................................................... 31

2.7 Counties Tab ....................................................................................................................................... 37

2.7.1 Deleting a County from a Project ............................................................................................. 38 2.8 District Tab .......................................................................................................................................... 39 2.9 Points Tab ............................................................................................................................................ 40 2.10 Road Segments tab ............................................................................................................................. 41 2.11 Bridge Segments tab ......................................................................................................................... 43

2.12 Project Workflow ............................................................................................................................... 45 2.13 Retrieving a Project ............................................................................................................................ 46

2.14 Delete a Project .................................................................................................................................. 47 2.15 Copying a Project ............................................................................................................................... 48

2.15.1 Copy a Project (Alternate Method) ....................................................................................... 49

3. MAINTENANCE-FUNDED PROJECTS ...................................................................................................... 50

3.1 Schedule Work (at multiple locations with like assets) ........................................................................ 50 3.2 Maintenance-funded Project at a single location (i.e. Bridge Repair) .................................................. 50 3.3 Creating a New Project ....................................................................................................................... 51

3.4 Project Workflow ......................................................................................................................... 68 3.5 Retrieving a Project ..................................................................................................................... 69

3.6 Deleting a Project ........................................................................................................................ 70


3.7 Copying a Project ........................................................................................................................ 71 3.8 Validating a Project ..................................................................................................................... 72

4. CATEGORIES ........................................................................................................................................ 73

4.1 Adding a Category ................................................................................................................................ 75 4.2 Copying a Category .............................................................................................................................. 78

4.3 Deleting a Category ............................................................................................................................. 80

5. ITEMS .................................................................................................................................................. 81

5.1 Lump Sum Items ................................................................................................................................... 82 5.2 Adding an Item ..................................................................................................................................... 83 5.3 Deleting an Item .................................................................................................................................... 84 5.4 Determining Construction Surveying, Mobilization, Construction Engineering (CEI), Contingency

and Contract Requirement costs ........................................................................................................... 85 5.4.1 Calculating Construction Surveying ......................................................................................... 85 5.4.2 Calculating Mobilization ........................................................................................................... 86

5.4.3 Calculating Construction Engineering and Inspection (CEI) (Non-Bid Cost) .......................... 87 5.5 Contingency (Non-Bid Cost) ................................................................................................................ 88 5.5 Contract Requirements (Non-Bid Costs) .............................................................................................. 91

6. FUND PACKAGE Overview & FUNDING: Assign to Items .............................................................. 92

6.1 Pre-Defined Fund Packages .................................................................................................................. 92

6.1.1 Funding Specifics for Pre-Defined Fund Packages ................................................................... 93 6.1.2 Example of a Betterment Custom Fund Package ...................................................................... 94

6.2 Methods to Add Fund Packages .......................................................................................................... 95 6.2.1 Adding a Pre-Defined Fund Package ........................................................................................ 96 6.2.2 Creating a New Custom Fund Package ..................................................................................... 96

6.3 Funding:Assign to Items to a Project (for Pre-Defined Fund Packages) ........................................... 100 6.3.1 Funding:Assign Funding to a Project (for a Custom Fund Package) ..................................... 101

6.4 Deleting a Fund Package ................................................................................................................... 102

7. ITEM PRICING .....................................................................................................................................103

7.1 Generate Bid-Based Prices for an Entire Estimate ............................................................................ 104

7.1.1 Generate Prices for a Category ............................................................................................... 105 7.1.2 Generate a Bid-Based Price for an Individual Item................................................................ 106 7.1.3 Enter a Price Manually ............................................................................................................ 109

7.2 Price Scatter Plot ................................................................................................................................ 110

8. VALIDATIONS & REPORTS ...................................................................................................................112

8.1 Validating a Project ........................................................................................................................... 112

8.1.1 System Validation - from the Project Overview ..................................................................... 112 8.1.2 System Validation - from an Open Project ............................................................................. 113

8.2 System Validation Overview .............................................................................................................. 114 8.2.1 PROJECT Validation checks the following: ........................................................................... 114 8.2.2 PROPOSAL Validation checks the following: ...................................................................... 115

8.3 VDOT Specific Project Validation button .......................................................................................... 116 8.3.1 VDOT Specific validation checks the following: ................................................................... 116

8.4 Reports ................................................................................................................................................ 117 8.4.1 Built-in Error checking features (some reports) ...................................................................... 118 8.4.2 Methods of Running Reports ................................................................................................. 119

9. PRIME PROJECTS ................................................................................................................................120

9.1 Prime Controlling Project ................................................................................................................... 121 9.2 Adding a Prime Project ....................................................................................................................... 122


9.2.1 Adding/Associating Project(s) to a Prime ............................................................................... 124 9.2.2 Prime Workflow ...................................................................................................................... 125

9.3 Disassociating (Removing) Projects from a Prime Project ................................................................ 125

9.4 Deleting a Prime Project ..................................................................................................................... 126 9.5 Running the Prime Project Detail Estimate VDOT Report ............................................................... 127

9.5.1 Running the Detail report from the Dashboard ....................................................................... 127 9.5.2 Running the Detail report from an open Project ..................................................................... 127

10. PROPOSALS ......................................................................................................................................128

10.1 Creating a Proposal from a Project (Recommended Method) .......................................................... 129 10.1.2 Creating a Proposal from scratch (less common method) ..................................................... 130

10.2 Changing a Proposal ......................................................................................................................... 137 10.2.1 Adding Projects to a Proposal ............................................................................................... 138 10.2.2 Removing Projects from a Proposal ...................................................................................... 139

10.3 Assigning Time Locations ................................................................................................................ 140

10.4 Setting Proposal Workflow ............................................................................................................... 142 10.5 Specifying Section and Line Numbers ............................................................................................. 143

10.5.1 Add a Proposal Section ......................................................................................................... 144

10.5.2 Assigning Items to the Section .............................................................................................. 145

10.6 Copying a Proposal ........................................................................................................................... 147 10.6.1 Copy a Proposal (no associated Projects) .............................................................................. 147 10.6.2 Copy Proposal and Project(s) ................................................................................................ 148

Copy Proposal and Project(s) Continued ......................................................................................... 149 10.7 Deleting a Proposal ........................................................................................................................... 150

10.7.1 Delete a Proposal (with no Project(s) associated) ................................................................. 150 10.7.2 Delete a Proposal Including Project(s) .................................................................................. 151

10.8 Generating Bid-Based Prices for Proposal ....................................................................................... 152

10.9 Generating the Proposal Price Schedule (aka Schedule of Items or SOI) Report ............................ 153

10.10 Assigning Wage Decisions ............................................................................................................. 155 10.11 Proposal Addendums ...................................................................................................................... 156

10.11.1 Adding Items in Addendum Phase ...................................................................................... 157

10.12 Lessons Learned – Common Proposal Errors ................................................................................. 160 10.12.1 Ensure these items are in the correct Category, marked as non-bid and have a quantity of 1.

............................................................................................................................................... 160 10.12.1 Check to make sure there are no non-bid items in the regular bid items category.

Preliminary Project Detail Estimate Report will generate an error if a TEC item is in a regular

bid item category ................................................................................................................... 161 10.12.2 Check is to ensure there are no “N” flags column in the Preliminary Project Detail Estimate

Report. ................................................................................................................................... 161 10.12.4 Ensure all items are assigned to the Proposal Section ......................................................... 162

10.12.5 Ensure all projects associated to the prime are associated to the proposal and name the

Proposal after the controlling project. ................................................................................... 162

10.12.6 To fix unit prices displaying on the Schedule of Items (SOI) ............................................. 163 10.12.7 Make sure the Project has a Road Segment with a Route and Road System. ..................... 164

APPENDIX A – PROJECT ID (PCN) NUMBER ..............................................................................................165

A.1 Projects with UPC Numbers ..................................................................................................... 165 A.2 Maintenance Projects ................................................................................................................ 166 A.3 District Originated or Urban Projects (Non-IPM Projects) ...................................................... 167 A.4 Prime Project ID and Proposal & Contract ID ......................................................................... 167

APPENDIX B – ITEM CODE INDEX .............................................................................................................168


APPENDIX C –COUNTY - DISTRICT - RESIDENCY CONVERSION CHART .......................................................169

APPENDIX D – CONVERSION CHART (CITY) ...............................................................................................169

APPENDIX E – PROJECT WORK TYPES .......................................................................................................170

APPENDIX F – FHWA Type Codes .............................................................................................................171

APPENDIX G – FEDERAL WORK CODES .....................................................................................................179

APPENDIX H – PROGRESS SCHEDULE CATEGORY ......................................................................................180


1. GETTING STARTED

The AWP-Preconstruction software is a Web application designed to run on Google Chrome or Microsoft Edge.

The Internet Explorer browser should not be used. To run AWP-PreCon successfully, please use the

recommended settings below.

1.1.1 Internet Browser Settings

All users should use the Google Chrome browser when using AWP-Preconstruction, per the VDOT

Information Security Officer dated 2/27/2020. Users will experience font and field issues when using the

Internet Explorer browser, due to VITA security restrictions for Windows 10 fonts.

1.1.2 Navigation This user's guide can be printed, allowing readers to navigate the document by using the table of contents,

chapter numbers, and page numbers. Viewing this user's guide in pdf format provides additional opportunities

for navigation.

Note: Adobe Reader must be installed on your workstation in order to view this document as a pdf file. You can download the latest version of Adobe Reader from the Adobe website: http://www.adobe.com/

When you view the user's guide as a pdf file, you can use the Bookmarks panel on the left side of the

Adobe Reader window to navigate within the document. The Bookmarks panel contains an outline of the

section headings used in the document, similar to a table of contents. Bookmarks function like hyperlinks.

You can click a bookmark to display the related page in the right pane of the Reader window. The pdf version of the user's guide also contains hyperlinks throughout the text. You can click a hyperlink

to view a different page that describes related features or tasks. Entries in the table of contents are also

linked to the related pages in the document. Finally, viewing the user's guide as a pdf file enables you to use the search features in Adobe Reader. To

display the search field, click the Edit menu and click Find, or you can press CTRL+F. Type a word or phrase

in the search field, and press Enter. Adobe Reader displays the first instance of the word or phrase you

entered. You can click the Next and Previous buttons to view each additional instance.

1.1.3 Using Online Help The AASHTOWare Project Help system provides a wealth of information immediately available to you

while you work. Understanding how the Help system works makes it easier to find the information you need.

The Help system is context sensitive, which means that when you click the Help button on a component

in the software, the system provides information about the functionality of that component only. Each Help

page provides links to other Help pages containing related information.

The Help system also contains topics that are more general in nature and not linked to a specific component

in the software. You can navigate the entire Help system by clicking the Contents link in the top left corner

of any Help page, or by clicking the Help button on the Menu Bar.

http://www.adobe.com/


The Contents pane is organized by business category and uses expandable and collapsible books and pages

to display the list of topics available in the Help system. This pane helps you navigate through the hierarchy

of topics to find a desired category and subject. Click a book to expand it, and then click the page you want to see. The system displays the page in the right

pane of the browser window.

NOTE: the Online help is NOT VDOT specific, this training manual serves specifically for VDOT

requirements.

1.1.4 Search The Search pane provides a rapid full-text search of all the topics in the Help system. To display the Search

pane from any Help page, click the Search button in the top left corner next to the Contents button. To

perform a search, type your search criteria in the Search input field on the toolbar, and click the Go button. To

search for a phrase, enclose the phrase in quotes in the Search field. The system performs the search and automatically opens the Search pane, which displays a list of the topics

in which the search text appears. Topics are ranked in order of best match. Click on a topic to display the page

in the right pane of the browser window. You can also perform a search in the Search pane itself by clicking on the Search tab.


1.2 Logging On & Off

VDOT’s AWP-PreConstruction resides in a Cloud hosted environment and works in conjunction with VITA’s

Multi-Factor Authentication (MFA) also known as Okta, which provides a second authentication for all users.

Note: you must use the Google Chrome browser for this software.

To Log into AWP-Preconstruction:

1. Open Google Chrome and navigate to:

https://vdot-pr-prod.infotechinc.com/

2. Enter your credentials:

Username: (Network ID)@vdot.virginia.gov Network ID is typically firstname.lastname

Password: your temporary or current password from Vita

3. Choose an OKTA Authentication method:

You have a choice of 3 methods:

i. Google Authenticator – Code provided on an App installed on your phone

ii. SMS Authenticator – Code sent via Text message

iii. Voice Call Authenticator – Code sent via a phone call

4. Enter the code provided and click Verify

5. The AWP Home screen opens and you are ready to enter your work in PreCon.

To Log Off, click the Logout Button, in the upper right corner.



http://messaging.vita.virginia.gov/home/resources/okta-google-authenticator

http://messaging.vita.virginia.gov/home/resources/okta-sms-authentication

http://messaging.vita.virginia.gov/home/resources/okta-voice-call-authentication


1.3 The Dashboard

When you log on to the system, the software opens on the dashboard. You can also go to the dashboard at any

time by clicking the Home button on the Menu Bar.

The dashboard contains one or more components. Each component is identified by a title set within a blue

header bar. Each component provides access to the information and processes required for a specific area of

your agency's work. The components you see on your dashboard are those that match the specific areas of

responsibility assigned to your active role. See Understanding Your Role and Using Components for more

information.

The following example shows the dashboard as it might appear for a system administrator. Keep in mind that

some of the components shown in the example might not be available for you depending on your active role

and which AWP modules are current.

Figure 1 - The Dashboard

The dashboard includes these standard features:

Menu Bar — The system displays the Menu Bar at the top of every webpage in the system.

The buttons and menus on this bar help you to move quickly through the system to visit the

pages and components you use most often.

Home Page News — This component provides important VDOT specific information.

External Links — This component provides links to websites you use outside of the

AASHTOWare Project application.

Expanded Component

Menu Bar

Quick Links

Collapsed Component

Row Action Button

Action Buttons on the Dashboard


1.3.1 Menu Bar

The system displays the Menu Bar at the top of every webpage in the system.

Figure 2 - The Preconstruction Menu Bar

The left side of the Menu Bar contains these buttons and menus:

Home - Clicking this button takes you to the dashboard for your active role.

Clicking the down arrow opens the Home menu, which contains an indicator for your active role (bold

text with a check mark) and lists all the roles assigned to you. This menu allows you to switch roles

from any location in the system. When you switch roles, you remain on the component where you

were working unless the new role does not have appropriate security rights, in which case the system

takes you to the dashboard.

Previous - Clicking this button returns you to the last page you visited in the system using your active

role. Clicking the down arrow displays a list of links to the most recent pages you visited in your active

role. Previous Activity Overview, you can access a much longer list of links to previously viewed pages.

Clicking a link takes you to that location in the system.

My Pages - Clicking this button takes you to the My Page Overview component, where you can manage

frequently used (or favorite) pages for your active role. You can add pages as favorites from any location

in the system by clicking the down arrow and selecting Remember this Page.

The right side of the Menu Bar contains these buttons and menus:

Actions - Clicking this button opens a menu of actions you can take within the system. The actions that

are listed are limited to those that are relevant for your active role. When you select an action, the system

automatically takes you to the component in the system where the action can be performed.

Help - If your agency has recorded agency Help, clicking this button takes you to a separate browser

window containing online help for your active role. If agency Help has not been recorded, clicking this

button takes you to the Welcome page of the standard online Help.

Log off - Clicking this button ends your session.


1.3.2 Quick Links

Quick links are displayed in blue text below the Menu Bar and above the webpage title. These links

allow you to quickly jump to application pages related to the current page. Your Role will determine

which of these quick links you have access to.

Figure 3 - Quick Links below the Menu Bar

If you are on a page that contains multiple components, quick links preceded by the label On this page are

displayed for each component on the page. When you click one of these quick links, the system automatically

scrolls the page to the location of the component.

1.3.3 Hypertext Links

Hypertext links can be located anywhere on an application component, including a field value, and are

identified by blue text. When clicked, a link takes you to another component or page, usually one containing

more detailed information than what is available in the current component. After you have clicked a link, it

changes from blue to purple to remind you that you have already visited that link.

Note: In a list, when you add a new row in which one of the field values is a hypertext link, the link is

disabled until you save the new record.

1.3.4 Alternate Paths

Keep in mind that all of the various navigational elements, such as hypertext links, quick links, recent pages,

and Actions menus, can all provide different ways of accomplishing the same task. The same command might

be accessible from an Actions menu or as a link. For example, to access the Project Overview component,

you can click the Projects link on the Preconstruction component, or you can select Open from the Actions

menu on the Projects row. Both methods of navigation achieve the same result. Feel free to explore the system

and find the ways of navigation that are best for you.

1.3.5 Using Bookmarks

You can bookmark specific pages in the software just as you would for any other website. However, if you

have not yet logged on to the system, clicking a bookmark will take you to the logon page rather than the

bookmarked page.


1.3.6 Icons

Icons are small images throughout the system that either convey information or can be clicked to perform

an action. For example, a red asterisk icon indicates a required field. An eraser icon in a Quick Find

search box can be clicked to reset search criteria. This table shows some of the common icons used in the

system:

Figure 6 - System Icons

1.3.7 Viewing Previous Activity

The Previous Activity Overview contains a list of links to the most recent pages and components you visited

using your active role. To display the Previous Activity Overview, click the down arrow on the Previous

button on the Menu Bar, and select View Previous Activity.

Each row contains a link to the previously visited page, the date and time of the last visit, and an Actions

button. The list is sorted by most to least recently visited.

To navigate to a previously visited page, click the Page Title link in the appropriate row. To delete an

activity from the list, select Delete from the Actions menu on the activity row.

To reverse the delete action, click the Undo button. Click Save when to apply your changes to the system

.

Icon Usage

The eraser icon appears in Quick Find search boxes after criteria is entered. You can

click the icon to reset the search criteria

This magnifying glass icon at the left side of a field indicates an auto-complete field. Auto-

complete fields display a filtered list of field values based on the first few characters you

type. You can press Enter to show all values.

A red asterisk indicates a field where data entry is required.

The actions icon appears on Actions buttons that you can click to display an Actions

menu. Actions menus provide access to commands and functions you can perform on

data.

The red X icon appears on Delete buttons that you can click to remove newly added

rows that have not been saved. Clicking a Delete button removes the row immediately.

The trash can icon appears on the Mark for Deletion button that you can click to

remove saved rows. When you click the Mark for Deletion button, the button changes

to an Undo button. The row is removed only when you save the changes.

The undo icon appears on Undo buttons that you can click to reverse an action, such as

deleting a saved row.

The help icon appears on Help buttons that you can click to display the online Help

system.

The calendar icon is displayed on the right side of a date field. You can click the

calendar icon to display a calendar where you can pick a date as the field value.


1.3.8 Viewing My Pages

The My Page Overview component contains a list of all the pages you have added to your My Pages list for

your active role. To add a page to the My Pages list for your active role, first navigate to the page you want

to add. Next, click the My Pages arrow on the Menu Bar, and click Remember this Page. The page is

added to the My Pages list for your active role.

To display the My Page Overview, click the My Pages button on the Menu Bar. The component lists all of

the pages you added when logged in with the same user role that is currently active.

To delete a page from the list, select Delete from the Actions menu on the page's row. When you are

finished, click Save to apply your changes to the system.

1.4 Understanding your Role

A user role is a name associated with a collection of security access rights to the information contained in

system components. Roles combine the permissions needed for several related tasks and allow you more

efficient access to the parts of the system you need. Roles are designed by your agency and assigned to you by

your system administrator.

All users of the system are assigned at least one security role. Many users have multiple roles, but you

can only use one role at a time. Therefore, you are always limited to the security access rights of your

Active Role.

To see which of your roles is currently active, click the down arrow on the Home button on the Menu Bar.

The Home menu lists all of the roles that are currently assigned to you. Your active or current role appears

at the top of the list with a check mark beside it.

You can switch your active role at any time by clicking another role on the Home menu. By selecting a

different role, your permissions and security access are changed to reflect the areas you need to access to

perform your duties in the new role. When you switch roles, the system continues to display the component

where you were working unless the new role does not have appropriate security rights, in which case the

system takes you to the dashboard.

If you are assigned multiple roles that have responsibilities for multiple approvals at different stages of the

same workflow or approval process, you can only perform the approval corresponding to the authority of your

Active Role. If the approvals are sequential, however, the system allows you to switch roles without leaving

the approval component.

1.5 VDOT Control Groups

VDOT has an additional security level for all Users called Control Groups. The control group restricts user’s

access to see ONLY the Projects, Primes or Proposals in their unique control group. The control groups are

assigned by VDOT District, Division or Consulting firm and maintained by the AWP-Preconstruction

Administrator.


1.6 Using Components

The web-based AASHTOWare Project system displays information in application components. A component

is a container for the information and business functions on an application webpage. Components are made up

of elements such as fields, lists, and links. An application webpage can contain one or more components.

Some components contain a list of tabs along the left side, each of which corresponds to a subset of

information related to the component entity.

Note: To protect the information contained in your agency's system, components and webpages only display the information and action features for which your active role has been assigned access.

Each component includes these features:

A blue header is displayed across the top of the component. The component header can contain several

features, including the title of the component, a Save button, an Actions button, a Help button , and an

expand/collapse button . The header might also contain contextual information related to the data

contained in the component.

A vertical scroll bar is included on the right side of any component that contains more content than

can be viewed in the browser window.

The most common elements found on components are fields in which information can be recorded.

Most components contain lists of rows for a type of data, such as projects or proposals.

Components with lists contain a variety of filters to make it easier to find specific rows. For more

information about the different kinds of filters you can use and customize.

Actions menus allow you to choose a function or process to perform on data.

Most components contain multiple types of Actions menus. All Actions menus provide access to the

files and links attached to the active entity row.

Selection modal windows are used throughout the system to make it easier for you to add one or

more rows of data to another entity (for example, to add projects to a proposal).

Keyboard keys have limited functionality in components. The Tab key can be used to move from

one field to the next, the Enter key can be used to scroll through a drop down list of values in a

field, and the arrow keys can be used to scroll through lists of rows.

Many components contain tabs arranged vertically on the left side of the component. Clicking each

tab displays the fields and information on that tab. Clicking the Save button on a tabbed component

saves the information on all of the tabs at once.


1.6.1 Working with Fields

Fields are the most common element found within components. Information can be recorded in fields. You

can move from one field to another by pressing the Tab key or moving your pointer to the field and clicking

the left mouse button.

A component can contain one or more of the following types of fields:

Text boxes contain textual characters of any type. Some text boxes are capable of storing multiple rows

of text. This type of text box includes a magnifying glass button on the right side of the box. Clicking

this button opens a secondary text window that allows you to view and edit the text in a larger area. In

this window you can use standard Windows editing commands like cutting (CTRL+X), copying

(CTRL+C), and pasting (CTRL+V). When you are finished editing text, click the Apply button or

press the Escape key to close the text window.

Numeric fields contain only numeric characters. For all non-key numeric fields, the system

automatically inserts and corrects the placement of commas and justifies values to the right when you

leave the field.

Auto-complete fields are like text boxes except that they automatically display a filtered list of field

values based on the first few characters you type into the field. Auto-complete fields are indicated by a

magnifying glass icon at the beginning of the field.

Pressing the Enter key without typing any characters returns the first ten rows in that list, displayed as a drop-

down menu. To build the list, the system searches for ID and Name/Description values. By default, the first ten

rows that match the entered criteria are returned. At the end of the returned list, there is a link to display the

next available set of rows and a count of the total number of rows matching the search criteria. A scroll bar

allows you to move up and down through the returned list. Pressing the up or down arrow key populates the

field with the previous or next value in the drop-down menu. To populate the field, click the appropriate value

from the drop-down menu.

Date and Date/Time fields include a calendar button next to the field. Click the calendar button to

display a calendar from which you can select a date to populate the field instead of typing the date

manually.

The system default date format is MM/DD/YYYY and the system default time format is the 12-hour

format with AM or PM designation.


Note: The value you enter in a date field must be valid and reasonable (for example, it should not exceed 99 years in the future).

Drop-down list boxes include a down arrow next to the field. Click the down arrow to

display a list of possible field values.

Click an item in the list to populate the field. A scroll bar is available when needed to scroll through the

list of values. Typing a letter cycles the values through all of the values that start with that letter. If there

are no values that start with that letter, the value in the select box will not change. After you have clicked

the scroll bar, pressing the up or down arrow key scrolls through the open drop down list.

Non-editable fields display information without a text box. You cannot change the information in

this type of field.

Check boxes are square boxes that can be selected or cleared by positioning the mouse pointer

over them and clicking the left mouse button. Check boxes are used to turn an option on or off.

Combined fields display read-only pieces of information derived from multiple fields, but

treated as a single field on the page.

Agency fields look and behave like any other field, but have been customized for purposes

specific to your agency. For this reason, these fields differ among agencies and, unless your

agency has created custom agency Help, these fields are not documented in the online help

system or this user's guide.

1.7 Overview, Summary, Tabs and Quick Links

All the major components in Preconstruction are accessed the same way, with the same navigation method used

for all of the major Preconstruction Components: Projects, Prime Projects, Proposals and Lettings.

1. You start at the Dashboard and select the major component: Projects, Prime Projects, Proposals

and Lettings.

2. Clicking on the component will take you to that component’s Overview screen. At this point, you

can search for and select the specific Project, Prime Project, Proposal or Letting.

At the component’s Overview screen you can also add a new Project, Prime Project, Proposal or

Letting.

3. Once you have found your specific Project, Prime Project, Proposal or Letting, you can click on its link

which opens in the Summary screen where information can be edited.

4. The Summary screen, as are most other screens, is arranged by Tabs, with each tab containing

information related to the name of the tab.


1.8 Using the Quick Find Search Box

A Quick Find search box is a part of each component that contains a list.

It searches all rows in the list for a string of text and then displays only rows with fields containing that

string. The search begins automatically once the third character is entered and the text entered will remain

there until you click the button.

Figure 7 – Project Overview Search box

Follow these steps to use the Quick Find search box:

1. Click in the Quick Find search box for a list that you want to filter.

For example, in the Project Overview screen, the list being searched is the list of projects.

2. Type the string of characters you want to match or use as a delimiter. The Quick Find filter is not

case-sensitive.

After you type at least three characters and wait a moment, the system refreshes the list and displays

the rows that contain the string of characters you entered.

The search criterion creates a temporary filter.

3. If you want to remove a row from the list of search results, select Exclude from Search Results on

the Actions Menu for that row.

The row is removed from the list of search results.

You can exclude additional rows as needed.


2. PROJECTS

This chapter covers creating, changing and deleting projects. Please note that the specifics for entering

Maintenance-funded projects are provided in Chapter 3.

2.1 Responsibility

Whether you, the user, actually initiate the creation of the project or wait to receive your copy from another

user; can be determined by the three cases described below:

Case 1: The Project Manager will create the project and make copies to move to the control groups of

the other designers/disciplines involved.

Before copies of the project are sent out, a Prime Project should be created and all of the

projects (both the original and any copies) associated to the Prime Project.

Case 2: The designer (who is not a Project Manager) will not create the project. They will find their

copy of the project in their listing of projects once the Project Manager has made a copy in

their control group. The designer will review this project as submitted to him/her and make

appropriate revisions.

If the designer does not have the project in their project listings, they should contact the

Project Manager.

Case 3: The designer will create a new project(s) if not provided by the Project Manager and the Project

Manager will be responsible for adding the project(s) to the Prime.

Case 4: For a “stand-alone” project (a project in which no other division will be involved), the designer

will create the project(s). A Prime Project must be created, and the project(s) associated to it.

2.2 Field Entry and Case requirements.

All text entered in any and all fields in Precon must be UPPER case, that includes the letters in

Project, Prime and Proposal ID’s (names).

Please use all UPPER CASE for ALL fields in Precon.


2.3 Creating a New Project

The Add Project function creates a new Project and opens on the General tab, which allows you to add

basic information for the new project.

Click on Projects from the Preconstruction Dashboard located on the Home page.

Click the Project Overview Action button and click Add.

Fill in only the required fields on the General tab.

Please see Appendix A for proper naming conventions.


Figure 1 - Adding a New Project from the Project Overview screen

The Add Project screen requires entry of only the minimum required fields (on the General Tab ONLY) for the

database to determine if the Project ID is unique, once the new project is saved then the user will complete the

remaining fields and tabs.

Appendix A

Fill in all Required fields

on the General

Tab ONLY

Click Save When finished

The Add Project screen opens on the General tab.

From the Preconstruction Dashboard, click on Projects. This will take you to the Project Overview screen.

Click the component bar action button and select Add.


The following fields are required (indicated by a red asterisk ) when adding a new Project:

1. Project ID (See Appendix A for proper naming conventions)

2. Project Description

3. Progress Schedule Category (See Appendix H)

4. Control Group

5. Item Code Table

6. Unit System

7. FHWA 534

8. UPC Number (MUST be 8 digits, add leading zeros)

9. Date of Estimate (auto fills current date)

The Add Project screen will display four tabs: General, Counties, Districts and Points.

The remaining Project Summary tabs – Road Segment, Bridge Segment and Workflow should not be

filled in when Adding a project.

To save the newly added project, click the Save button found on the right side of the Add Project

header.


Saving the Project and Correcting Errors

When the required fields on the General tab of the Add Project screen have been completed or when you are

ready to save your data, click the Save button to insure that all information entered has been saved.

If you have completed all required field criteria satisfactorily and the Project ID (PCN) is a unique number,

the project will be added/saved.

The Project ID field can be changed as long as you are on the Add Project screen, even if the project was

previously saved on that screen.

Once you navigate away from the Add project screen, then you can only return to that project by way of

the Project Summary screen. The Project ID field will convert to display-only and cannot be changed.

This ensures unique Project ID’s in the database.

If a required field was not filled-in or incorrect data entered at a field which is supported with a reference

table, an Error box will display. For example, if you left a required field blank or entered invalid data,

you will see an Error box at the top giving information as to what field was left blank or contains an

invalid value.

If you attempted to create a project with a Project ID already in existence in the Precon database, you will

see an Error box with the message that the Project ID (the primary key) is already being used by another

project. A project could already exist in another control group with the Project ID you have just attempted

to create. Precon will not allow duplicate Project IDs.

Note: when any errors are presented, they may only show up one at a time, so you may have to go through

several corrections before a save is successful.

Errors must be corrected before the new project record will be saved/created.


2.4 Complete Remaining Fields

Now that you have created & saved your Project and the required fields on the General tab, click the Overview

link, enter the new project’s UPC Number and complete the remaining tabs; Counties, Districts, Points, Road

Segment, Bridge Segment and Workflow tabs.

Figure 2 - Retrieving a Project from the Project Overview Screen

To complete the Project:

1. Click on the Overview quick link at the top left of the Add Project screen or click on the Home button

and then click on Projects from the Preconstruction Dashboard located on the Home page.

This will take you to the Project Overview screen.

2. Clear out the Search by clicking on the eraser, and then enter the UPC Number.

3. The Project Summary row will open. Click on the Project ID to open your Project.

Click the Project ID to open.

Enter the UPC number in the search box, search automatically

begins after the 3rd

digit is typed.


2.5 Project Quick links

Quick links are displayed in blue text below the Menu Bar and above the blue component bar. These links

allow you to quickly jump to application pages for the project.

All but the Wage Decisions quick links are discussed in later chapters.

• Users do not need to enter Wage decisions information at the project level.

That information is added in the Proposal. See chapter 9 for details

Figure 3 – Project Quick Links

Not Used


2.6 General Tab

Figure 4 - The General Tab Field Information

Use the [TAB] key to move between fields and enter the project information on the General tab.

Some fields have Reference Tables. As you [TAB] to such a field, a drop-down arrow will appear. A selection

MUST be made from the available choices in the table.


GENERAL TAB FIELD DESCRIPTIONS:

Project ID Required: The Project ID (formerly PCN) may consist of as many as 13 characters (14

characters are required for maintenance-funded (Maintenance Division) projects). Refer to

Appendix A for Project ID instructions. (Once the project is completed and added to the database,

this field becomes display-only and cannot be changed.) All letters must be capitalized.

Examples: 0000109813C01, 0000110328N01

Project Description Required: For all projects (other than bridge), enter the description of the type of

work being performed on this project. The description from iPM is the best source. For Bridge

projects, enter the description from the front sheet title block from the plan set.

City/Cnty: Select County or City in which the project is located from the drop-down menu which should

match the State Project Number. Appendix C & D includes County & City codes and appropriate

conversions when required.

Ex.: Project number is 0615-047-169. County/City Code is 047.

Pavement Type: Select the appropriate code from the drop-down menu.

Pavement Type Code

Code Description

ASPH Asphalt Concrete

BITC Bituminous Concrete

BITP Bituminous Penetration

COMB Combination Asphalt &

Concrete

GRDE Grade & Drained Earth

GRVL Gravel or Stone

MIXB Mixed Bituminous

OTHR All Others

POCC Portland Cement Concrete

PRIM Primitive

UNIM Unimproved


Project Status: Status of the project. Select the appropriate code from the drop-down menu.

Project Status Table

Code Description

CE Conceptual Estimate

CON1 Construction (1st Submission)

CON2 Construction (2nd Submission)

FI Field Inspection

LAS Passes to LAS

PE Preliminary Engineering

PFR Preliminary Field Review

PH Public Hearing

RWS Right of Way Stage

SR1 Secondary Roads Project Initiative

SYP Six Year Plan

Project Work Type: Select the appropriate code from the drop-down menu.

See Appendix E for a complete listing.

Project Item Totals: This field populates automatically.

UPC Num Required: Enter the UPC number of the project. This field must have 8 digits, please add

leading zeros to the UPC number to attain 8 digits in this field. Note: this field must match in

all Projects under a Prime.

Estimator: This field designates the individual performing the independent Evaluative Estimate and the

Plan Review in the Construction Division. Leave this field blank.

Designer: This field designates the individual entering the estimate in AWP-Precon. Select your name

from the drop-down menu. Note: All VDOT users should have their name in the list. If your name

is not in the list please contact the AWP-Precon Administrator found in the Getting Help section.

Consultants shall select their firm/company name in this list which matches their Control Group

number.


Job Number (C#, B#, CREW): This field is derived from the last numbers of the State Project number

and can be found in IPM Pool tab under the Federal Numbers. Select the appropriate code from the

drop-down menu. Example below from iPM. Users will select the CXXX for roadway, utilities,

traffic, etc disciplines. Bridge projects will use the BXXX in the list.

Control Group Required: The control group is the security designation that dictates what project(s)

users have access to. This field populates automatically with your control group when creating new

projects. The data in this field may be changed in order to transfer a project to another

person/control group.

IPM Interface button: Refer to section 2.6.1 for complete details. Please note this feature only functions

within VDOT networks.

Project Validation button: This is a VDOT specific project validation that should be run in conjunction

with the System Validation. The button is located at the bottom of the General tab within an open

Project. This Validation must be run for every Precon Project.

Item Code Table Required: Select from the drop-down menu. This coincides with the current Road and

Bridge Specifications manual.

16 = 2016 Blue spec book

Unit System Required: Defaults to E (English Project). Note: Metric is no longer used.

State Project No.: Enter the state project number complete with dashes, commas, etc.

Types starting with R or P (For example R201 and P101) should not be used.

Federal Project No: Enter the Federal Project Number, if applicable, in its entirety, complete with dashes,

parentheses, etc. If the project is not federally-funded, enter NONE. Ex.: NH-5401(876)

Federal Oversight: Select the appropriate code from the drop-down menu.

FO = Federal Oversight

NFO = No Federal Oversight

N/A = State Project


Federal ID: Enter only the numbers from the Federal Project Number, with no punctuation, no alpha

characters, and seven digits maximum.

If the project does not have a Federal Project Number enter “NONE”

EXAMPLE: Fed. Project No. is STP-5A03(264)

Enter, 503264

FHWA 534 Required: Enter the five alpha-numeric character code, found in the Project Pool of iPM.

Controlling Project Checkbox: Should be checked for the project containing the most money. See

Chapter 8 of this manual for details.

Primary Project District ID: This field populates automatically.

Urban/Rural Class: Select the appropriate code from the drop-down menu: U, R or S.

Project Type: Select the appropriate code from the drop-down menu.

RAAP (Regular Advertisement and Award Process) are advertised on the 2nd Tuesday for a minimum of

21 days. Most actually exceed 35 days. They are mailed to our prequalified contractors and posted

on VDOT’s Contractors Advertisement Bulletin Board (CABB) web system and the eVa website.

SAAP (Special Advertisement and Award Process) are advertised for 10 days minimum. Most actually

exceed 25 days. They are mailed to our prequalified contractors and posted on VDOT’s Contractors

Advertisement Bulletin Board (CABB) web system and the eVa website.

Progress Schedule Category Required: Select the appropriate Progress Schedule from the drop-down

menu.

For description of codes or references, See Appendix H or found here:

http://www.virginiadot.org/business/resources/const/projectcategories.pdf

Date of Estimate Required: When you first create (add) the Project, this field will be automatically

populated with the current date. This field indicates the date the estimate was first started.

PROJECT TYPE CODE

CODE USE

CM Construction / Maintenance Hybrid

CMMR Maintenance RAAP

CMMS Maintenance SAAP

CMSR Maintenance Schedule RAAP

CR Construction RAAP

CS Construction SAAP

EM Emergency



Last L&D Estimate: This field populates automatically when a project is moved to the CD control group.

Loaded L&D Estimate: This field populates automatically when a project is moved to the CD control

group.

Date of Gen Bid Base Prices: This is a date field. Users should change the date in this field when the

prices have been changed or generated from the database.


2.6.1 iPM Interface

Preconstruction has an interface that will pull the general project data from iPM and transfer the data into

the fields of Preconstruction. The project in iPM is associated by the UPC field so it is crucial that the UPC

field be filled out correctly. In order for this interface to work, the user must reside on the VDOT network.

Unfortunately, this feature does not work for external users/Consultants.

The IPM Interface must be used from within an existing Project. From the Home Screen select Projects.

Type your Project ID into the Search box on the Project Overview Screen. Click on the Project ID once you

have found your project


You are now in the Project on the General Tab. Scroll to the bottom of the page and select the button IPM

Interface.

The iPM interface will open a new window on your web browser. This page will show the current data you

have on your project in Precon. Verify that the UPC Code is correct before moving forward.

Select the Import IPM Data button. A new widow will appear. The column on the left displays the current

data you have in Precon and the column on the right displays the data in IPM.


The Select checkbox beside each row allows you to choose which fields you want to overwrite with iPM Data.

Click the Update button to import the iPM data or the Close button to cancel importing those fields to Precon.

You will receive a message that the data updated successfully. Click OK to return to the IPM main screen.

Next, select the Import Job Data button. A new window will appear with the IPM Job Data.

Depending on the UPC, there may be multiple selections associated to the project. The Select checkbox allows

the user to select which job they would like to import. Click the Update button to import the iPM data or the

Close button to cancel importing those fields to Precon. You will receive a message that the data updated

successfully. Click OK to return to the IPM main screen.


Click the Import Road Data button. A new window will appear with the Road Segment Data. The left

column displays the data currently in Precon and the right column displays the data currently in iPM. The

Select checkbox beside each row allows you to choose which fields you want to overwrite with iPM Data. Add

the route in the Road Description field. Click the Update button to import the iPM data or the Close button to

cancel importing those fields to Precon. You will receive a message that the data updated successfully. Click

OK to return to the IPM main screen.


After updating the Precon information with iPM Data, close the iPM interface web browser window.


Notice that the Precon data is not showing the new iPM Data. This is because the database has been updated

since your last page refresh. Select the F5 key to refresh your page or you may have to log out of Precon, then

log back in for the update to appear.


2.7 Counties Tab

Each project must have at least one county associated to it and its Percentage must equal 100%. Failure to

associate a county will prevent the generation of the preliminary detail estimate report. The Primary County

selected should match the county that is used in IPM.

When adding a County at the Project summary screen, click the New button, a

blank row will open to enter the county information.

App. C

Check the Primary

County, used in

IPM Select County

from pull-down

Click the Save button when finished

All together Must equal

100.00


To add a County:

1. When the Counties tab is displayed, if it is not showing a blank row, click the New button and enter the following information:

2. County ID: this is a search field. Enter the county number or name and then select the appropriate code from the drop-down menu. See Appendix C for a complete listing.

3. Percentage: this is a required field and will default to 100.

This is the percentage of the Project that is associated with this County.

4. Primary: Checkbox – This should always be checked for the larger percentage county.

One county must be flagged as the Primary County, which is the controlling county. This primary county should match the county shown in iPM.

5. When the county information has been entered, click the Save button.

2.7.1 Deleting a County from a Project

To remove a County from a Project, select the Counties tab and select the County row’s Action Menu and select

Delete. After the row turns grey, click on Save to complete the delete.

To change a County to a different County, go to the Counties tab and select the County ID field and change to

the new County ID, and then select Save.


2.8 District Tab

Each project must have at least one District and its associated Residency assigned to the project, which can be

found in iPM.

To add a District:

1. When the District tab displays, if it is not showing a blank row, click the New button and enter the following information:

2. District ID: This is a search field. Hit the Enter key or enter all or part of the District number or name and select the appropriate District from the drop-down list. See Appendix D for a complete list.

District District No. Bristol 1

Salem 2

Lynchburg 3

Richmond 4

Hampton Roads 5

Fredericksburg 6

Culpeper 7

Staunton 8

Northern VA 9

3. Primary: Checkbox: Should always be checked. This checkbox indicates that the District is the first or principal district in which work will be performed for this project.

If there are multiple Districts, then one District must be flagged as the Primary District and

contains the majority of the work.

When adding a District at the Project summary screen, click the New button, a blank row will open to enter the district information.


App. D

Enter the District # or type the name in this search field. Be sure to include the Residency

Should always be checked


2.9 Points Tab

The Points tab provides vital project data for the From & To description and the Longitude & Longitude of the

project.

To add Points (location) information:

1. Click the New button and enter the following information:

2. Type field Required: This field will default to Midpoint and can only be Midpoint.

3. Latitude field Required: Enter the Latitude using this format 36:36:43.00.

4. Longitude field Required: Enter the Longitude using this format 80:23:27.00. The negative should NOT be entered.

5. Location field Required: Enter the FROM: description and To: description from iPM.

6. Category ID field: Not used, leave blank.

7. Location: Not used, leave blank.

Note about Long/Lat: If a project spans a large area, provide the Long/Lat at the center of the work area. The

Long/Lat fields are used by the Civil Rights Division to determine DBE goals using a 75 mile radius from the

point provided.

Enter the Long/Lat, in the middle of the project, be sure it is on the road or pavement.


When adding a Points (location) at the Project summary screen, click the New button, a blank row will open to enter the point information.

Enter the From and To descriptions from IPM

Leave blank

Always Midpoint


2.10 Road Segments tab

A road segment is a portion of a road that can be described by a set of starting and ending stationing. A Road

Segment should be created for each road on the project. A road segment can be used to locate a specific section

of a road as the site for a project's work or a portion of the project's work. All Precon projects (including Bridge

projects) must have at least 1 Road Segment.

When adding a Road Segment at the Project summary screen, click the New button, a blank row will open to enter the road segment information.


IPM

Optional

Enter Primary

leave blank Optional


The fields on the Road Segment tab are:

1) Name: The name of the Road Segment.

2) Road Section No.: Enter the section number of the Project Number (the third part of the State Project

Number).

Ex.: Project number is 0615-047-169. Section number is 169.

3) Description Required: Enter the word Primary in this field.

4) Lane Mile: A unit of measure one standard lane wide and one mile long. Note: The Lane miles should

not be separated between Road Segments, the project total Lane Miles should be entered in the first

road segment of a project if there is more than 1 Road Segment.

5) Length: The length of the Road Segment in miles, to 4 decimal places.

6) Width: The width of the Road Segment in feet, to 4 decimal places.

7) Applied Depth: The depth of the pavement in the Road Segment in inches (or in centimeters for metric

projects). This field is optional.

8) Road System Required: The functional class of the road (obtained from the title sheet of the plan set

or iPM). Select the appropriate code from the drop-down menu.

9) Route Required: Enter the Route Number exactly as it appears in the State Project Number, it must be

4 digits:

Ex. #1: Project number is 0064-122-101, C501. Route number is 0064.

Ex. #2: Project number is U000-124-110, B610. Route number is U000.

Ex. #3: Project number is 0615-047-169, C501. Route number is 0615.

10) Beginning Station: Enter the beginning station of the project (from iPM or the plan set cover sheet)

and the “+” and decimals should be included, otherwise this field can be left blank. (Ex.: 1290+10.72)

This field is optional.

11) Ending Station: Enter the ending station of the project (from iPM or the plan set cover sheet) and the

“+” and decimals should be included, otherwise this field can be left blank. (Ex.: 1360+15.95.) This

field is optional.

12) Category ID: A unique identifier assigned to each Project Category in the system. This field is not used,

leave blank.

13) Location: Not used, leave blank.


2.11 Bridge Segments tab

A bridge segment can be used to locate a specific section of a bridge as the site for a project's work or a portion

of the project's work. It can also refer to an entire bridge. Not all Precon projects require a Bridge segment but

all Bridge projects must include at least one Road Segment.

Figure 2 - The Bridge


The fields on the Bridge Segment tab are:

1. Bridge Plan Number Required: Enter the number in this field. Ex: 276-73

2. Description Required: Enter the description.

3. Bridge Type Required: Select the appropriate type from the pull-down.

Bridge Type Code Description

001 PRESTRESSED CONCRETE BEAM

002 CONCRETE BOX GIRDER

003 RIGID FRAME

004 BOX CULVERT

005 STEEL BOX GIRDER

006 ROLLED BEAM

007 STEEL PLATE GIRDER

008 TRUSS

009 CONCRETE SLAB SPAN

010 CHANNEL BEAM

011 ARCH

012 SWING SPAN

013 BASCULE SPAN

014 COMBINATION PLATE GIRDER & ROLLED BEAM

016 LIFT SPAN

017 RETRACTILE SPAN

018 OTHER

019 PEDESTRIAN OR BIKEWAY BRIDGE

020 PRESTRESSED BOX BEAM

021 PRESTRESSED SLAB

022 PRESTRESSED CONCRETE BEAM, BULB-T

4. Length Required: Enter the length in miles, to 4 decimal places.

5. Width Required: Enter the width in feet, to 4 decimal places.

6. Number of Spans Required: Enter the number of spans as a whole number.

7. Category ID: A unique identifier assigned to each Project Category in the system. This field is not used.

8. Location: Not used, leave blank.


2.12 Project Workflow

The Workflow tab is a crucial step in moving an estimate through the phases of the software to produce the

Contract document. Users must make the proper selection for all Projects and the Prime according to the table

below. Leaving the workflow fields blank results in reporting errors.

Workflow Phase Definitions

WORKFLOW NAME DESCRIPTION NOTES

1 Project Definition Phase Engineers/Designers Use

2 Proposal Definition Phase Construction Division/District SAPP Coordinators

3A Advertisement Phase Locks Proposal/No changes from Projects

Any changes once the Proposal is Advertised must be added in the Addenda phase with proper notification to Document assembly group

3B Addenda Phase Changes only reflected when Addenda is open

Changes made during Advertisement.

4 Bid Letting Phase Construction Division Use Only

ADMIN Role Only

5 Post Bid Evaluation Phase Construction Division Use Only

6 Preconstruction has ended Phase

Construction Division Use Only

7 Moved to Construction/SiteManager

Passed to CLR/SiteManager Construction Division Use Only

8 Historical Phase Construction Division Use Only


2.13 Retrieving a Project

To open an existing project:

1. Click on Projects from the Preconstruction Dashboard located on the Home page.


2. Clear out the Search by clicking on the eraser, then enter the Project ID (upc number).

3. The Project Summary row will display all projects with that upc that are available in your control

group.

4. Click the Project ID to open it.




digit is typed.


2.14 Delete a Project

Note: Prior to deleting a project, YOU MUST disassociate the project from the Prime and the

Proposal if attached. See Prime and Proposal chapters for details.

To delete a project

1. Enter the UPC in the search field.

2. Select the row action button for the project you wish to delete.

3. Select Delete.

4. The row will turn grey and can be reversed by clicking the Undo button.

5. Click the Save button to delete the Project.

Use this button to reverse the Delete before the Save button is clicked

To confirm the delete click the Save button


2.15 Copying a Project

To copy a project from the Project Overview screen:

1. Click the row action button of the project you wish to copy, select Copy.

2. When you click on Copy, it will bring up the Copy Project screen displaying the old Project to be copied.

3. Enter a new and unique Project ID.

4. Click the Copy button on the Copy Project header to complete the copy.

5. The Project will copy without errors or warnings. When completed, the Copy will return the user to the copied Project’s Project Summary General tab which displays the new Project ID.

Click the row action button of the project you wish to copy, Select Copy

A new window opens. Enter a new unique Project ID and click the Copy button


2.15.1 Copy a Project (Alternate Method)

As an alternative, the copy can be performed from within a Project from the General Tab.

Click the blue component bar action button and select Copy.

Enter a new Unique Project ID and the click the Copy button.

A new window opens. Enter a new unique Project ID and click the Copy

button


3. MAINTENANCE-FUNDED PROJECTS

For simplicity in this chapter, this type of project will be referred to as a maintenance-funded project.

This chapter covers adding, changing and deleting maintenance-funded projects. A special chapter is required

for this since much information input for maintenance-funded projects differs from construction projects.

There are two basic types of maintenance-funded projects:

o Schedule Work (at multiple locations with like assets)

o Maintenance-funded Project at a single location (i.e., Bridge Repair)

3.1 Schedule Work (at multiple locations with like assets)

An example of schedule work is Plant Mix or Bridge Joint Repairs being done in 8 different counties, and

involving all three types of road systems (interstate, primary, secondary).

In Preconstruction, this work needs to be broken down into separate projects BY COUNTY, BY SYSTEM. For

the above-mentioned example, 24 projects would need to be created.

TIP: If the projects will be basically the same (same funding, same pay items, etc.), take

advantage of the Copying a Project option. Prepare one project in its entirety, composing the

category, attaching the funding and the items, and THEN copy the project. Once the project is

copied, minor modifications may be made to the copy(ies). See 2.14 Copying a Project for

instructions to copy a project.

3.2 Maintenance-funded Project at a single location (i.e. Bridge Repair)

Entry for Maintenance-funded projects at a single location is entered the same as Construction projects with the

exception of the Project ID (see Appendix A). Refer to Section 2 – Projects of this manual.

All users should use all UPPER CASE for ALL fields in Preconstruction


3.3 Creating a New Project

The Add Project function creates a new Project and opens on the General tab, which allows you to add

basic information for the new project.

Click on Projects from the Preconstruction Dashboard located on the Home page.

Click the Project Overview Action button and click Add.

Fill in only the required fields on the General tab.

Please see Appendix A for proper naming conventions.

Figure 3 - Adding a Project from the Project Overview screen

The Add project screen requires entry of only the minimum required fields for the database to determine if the

Project ID is unique, once the new project is saved then the user will complete the remaining fields.


Appendix A

Fill in all Required fields

on the General

Tab ONLY

Click Save When finished

The Add Project screen opens on the General tab.

From the Preconstruction Dashboard, click on Projects. This will take you to the Project Overview screen.

Click the component bar action button and select Add.


The following fields are required (indicated by a red asterisk ) when adding a new Project:

10. Project ID (See Appendix A for complete rules and instructions)

11. Project Description

12. Progress Schedule Category (See Appendix H)

13. Control Group

14. Item Code Table

15. Unit System

16. FHWA 534

17. UPC Number (must be 8 digits)

18. Date of Estimate

The Add Project screen will display four tabs: General, Counties, Districts and Points.

The remaining Project Summary tabs – Road Segment, Bridge Segment and Workflow will not appear

until you have saved the Add Project screen and go to the Project Overview screen and retrieve the newly

added Project.

To save the newly added project, click the Save button found on the right side of the Add Project

header.


Saving the Project and Correcting Errors

When all tabs of the Add Project screen have been completed or when you are ready to save your data, click the

Save button to insure that all information entered has been saved.

If you have completed all required field criteria satisfactorily and the Project ID (PCN) is a unique number,

the project will be added/saved.

The Project ID field can be changed as long as you are on the Add Project screen, even if the project was

previously saved on that screen.

Once you navigate away from the Add project screen, then you can only return to that project by way of

the Project Summary screen. The Project ID field will convert to display-only and cannot be changed.

This ensures unique Project ID’s in the database.

If a required field was not filled-in or incorrect data entered at a field which is supported with a reference

table, an Error box will display. For example, if you left a required field blank or entered invalid data,

you will see an Error box at the top giving information as to what field was left blank or contains an

invalid value.

If you attempted to create a project with a Project ID already in existence in the Precon database, you will

see an Error box with the message that the Project ID (the primary key) is already being used by another

project. A project could already exist in another control group with the Project ID you have just attempted

to create. Precon will not allow duplicate Project IDs.

Note: when any errors are presented, they may only show up one at a time, so you may have to go through

several corrections before a save is successful.

Errors must be corrected before the new project record will be saved/created.


3.3.1 Retrieving a Project

Now that you have created & saved your Project and the required fields on the General tab, click the Overview

link, enter the new project’s UPC Number and complete the remaining tabs; Counties, Districts, Points, Road

Segment, Bridge Segment and Workflow tabs.

Figure 3 - Retrieving a Project from the Project Overview Screen

To complete the Project:

4. Click on the Overview quick link at the top left of the Add Project screen or click on the Home button

and then click on Projects from the Preconstruction Dashboard located on the Home page.


5. Clear out the Search by clicking on the eraser, and then enter the UPC Number.

6. The Project Summary row will open. Click on the Project ID to open your Project.




digit is typed.


3.3.2 Project Quick links

Quick links are displayed in blue text below the Menu Bar and above the blue component bar. These links

allow you to quickly jump to application pages for the project.

All but the Wage Decisions quick links are discussed in later chapters.

• Users do not need to enter Wage decisions information at the project level.

That information is added in the Proposal. See chapter 9 for details

Not Used


3.3.2 General tab

Use the [TAB] key to move between fields and enter the project information on the General tab.

Some fields have Reference Tables. As you [TAB] to such a field, a drop-down arrow will appear. A selection

MUST be made from the available choices in the table.


General Tab FIELD DESCRIPTIONS:

Project ID (PCN) Required: required - The Project ID (PCN) consists of 14 characters. Refer to

Appendix A for Project ID instructions. (Once the project is completed and added to the database,

this field becomes display-only and cannot be changed.)

Examples: M514SSB104463, M217PMN110484

Project Description Required: For all projects (other than bridge), enter the description of the type of

work being performed on this project. The description from iPM is the best source. For Bridge

projects, enter the description from the front sheet title block from the plan set.

City/Cnty: Select County or City in which the project is located from the drop-down menu which should

match the State Project Number. Appendix C & D includes County & City codes and appropriate

conversions when required.

Ex.: Project number is 0615-047-169. County/City Code is 047.

Pavement Type: Select the appropriate code from the drop-down menu.

Pavement Type Code

Code Description

ASPH Asphalt Concrete

BITC Bituminous Concrete

BITP Bituminous Penetration

COMB Combination Asphalt &

Concrete

GRDE Grade & Drained Earth

GRVL Gravel or Stone

MIXB Mixed Bituminous

OTHR All Others

POCC Portland Cement Concrete

PRIM Primitive

UNIM Unimproved


Project Status: Status of the project. Select the appropriate code from the drop-down menu.

Project Status Table

Code Description

CE Conceptual Estimate

CON1 Construction (1st Submission)

CON2 Construction (2nd Submission)

FI Field Inspection

LAS Passes to LAS

PE Preliminary Engineering

PFR Preliminary Field Review

PH Public Hearing

RWS Right of Way Stage

SR1 Secondary Roads Project Initiative

SYP Six Year Plan

Project Work Type: Select the appropriate code from the drop-down menu (Maintenance Surface

Treatment, Maintenance Signals, Maintenance Asphalt Resurfacing, etc.). Maintenance work types

are MAR, MSS, or MST. See Appendix E

Project Item Totals: This field populates automatically.

UPC Num Required: Enter the UPC number of the project. This field must have 8 digits, please add

leading zeros to the UPC number to attain 8 digits in this field. Note: this field must match in

all Projects under a Prime.

Estimator: This field designates the individual performing the independent Evaluative Estimate. Select

the appropriate code from the drop-down menu.

Designer: This field designates the individual entering the estimate in AWP-Precon. Select your name

from the drop-down menu. Note: All VDOT users should have their name in the list. If your name

is not in the list please contact the AWP-Precon Administrator found in the Getting Help section.

Consultants shall select their firm/company name in this list which matches their Control Group

number.


Job Number: This field is derived from the last numbers of the State Project number and can be found

in IPM Pool tab under the Federal Numbers. Select the appropriate code from the drop-down menu.

The most typical are P401 or N501

EG: PM88-968-F17,N501

(NFO) PM4A-042-F17, P401

Control Group Required: The control group is the security designation that dictates what project(s)

users have access to. This field populates automatically with your control group when creating new

projects. The data in this field may be changed in order to transfer a project to another

person/control group.

IPM Interface button: Refer to section 2.5.1 for complete details. Please note this feature only functions

within VDOT networks.


with the System Validation. The button is located at the bottom of the General tab within an open

Project. This Validation must be run for every Precon Project.

Item Code Table Required: Select from the drop-down menu. This coincides with the current green

Road and Bridge Specifications manual.

16 = 2016 Blue spec book or 07 = 2007 Green spec book

Unit System Required: Defaults to E (English Project). Note: Metric is no longer used.

State Project No.: Enter the state project number in its entirety, complete with dashes, commas, etc. with

the (FO) or (NFO) or State funded projects get no designation at the beginning.

Federal Project No.: Enter the Federal Project Number, if applicable, in its entirety, complete with

dashes, parentheses, etc. If the project is not federally-funded, enter NONE. Ex.: NH-5401(876)


Federal Oversight: Select the appropriate code from the drop-down menu. Reminder: The (NFO) or (FO)

designation should be added at the beginning of the State project # field with parenthesis. FO = Federal

Oversight

NFO = No Federal Oversight

N/A = State Project

Federal ID: Enter only the numbers from the Federal Project Number, with no punctuation, no alpha

characters, and seven digits maximum.

If the project does not have a Federal Project Number enter “NONE”

EXAMPLE: Fed. Project No. is STP-5A03(264)

Enter, 503264

FHWA 534 Required: Enter the five alpha-numeric character code, found in the Project Pool of iPM.

Controlling Project Checkbox: Should be checked for the project containing the most money. See

Chapter 8 of this manual for details.

Primary Project District ID: This field populates automatically.

Urban/Rural Class: Select the appropriate code from the drop-down menu: U, R or S.

Project Type: Select the appropriate code from the drop-down menu.

RAAP (Regular Advertisement and Award Process) are advertised on the 2nd Tuesday for a minimum of

21 days. Most actually exceed 35 days. They are mailed to our prequalified contractors and posted

on VDOT’s Contractors Advertisement Bulletin Board (CABB) web system and the eVa website.

SAAP (Special Advertisement and Award Process) are advertised for 10 days minimum. Most actually

exceed 25 days. They are mailed to our prequalified contractors and posted on VDOT’s Contractors

Advertisement Bulletin Board (CABB) web system and the eVa website.

Progress Schedule Category Required: Select the appropriate Progress Schedule from the drop-down

menu.

For description of codes or references, See Appendix H or open this link:


PROJECT TYPE CODE

CODE USE




CMSR Maint Schedule RAAP

CR Construction RAAP

CS Construction SAAP

EM Emergency



Date of Estimate Required: When you first add the Project, this field will be automatically populated

with the current date.

Last L&D Estimate: This field populates automatically.

Loaded L&D Estimate: This field populates automatically.

Date of Gen Bid Base Prices: This field no longer populates automatically, users should fill in this

field every time they price Items and/or Category Items.

iPM Interface Button: Please see 2.5.1 of this manual for complete details.


with the Project validation from the blue component bar. It checks the following: a. Checks all Regular/Bid categories do not have items checked Non-Bid. b. Compares CEI & Contingency lump sums versus percentages at the category level. Projects can have

lump sum or percentages but never both. c. Checks that a project has at least one (1) Road Segment.

d. Checks that all items are assigned to a Fund Package.


3.3.3 Counties Tab

Each project must have at least one county associated to it and its Percentage must equal 100%. Failure to

associate a county will prevent the generation of the preliminary detail estimate report. The Primary County

selected should match the county that is used in IPM.

Figure 5 - The Counties tab

When adding a County at the Project summary screen, click the New button, a

blank row will open to enter the county information.

App. C

Check the Primary

County, used in

IPM Select County

from pull-down


All together Must equal

100.00


To add a County:

6. When the Counties tab is displayed, if it is not showing a blank row, click the New button and enter the following information:

7. County ID: this is a search field. Enter the county number or name and then select the appropriate code from the drop-down menu. See Appendix D for a complete listing.

8. Percentage: this is a required field and will default to 100.

This is the percentage of the Project that is associated with this County.

9. Primary: Checkbox – This should always be checked.

One county must be flagged as the Primary County, which is the controlling county. Since the County Percentage must be 100%, this county must be flagged as Primary.

10. When the county information has been entered, click the Save button.

3.3.3.1 Deleting a County from a Project

To remove a County from a Project, select the Counties tab and select the County row’s Action Menu and select

Delete. After the row turns grey, click on Save to complete the delete.

To change a County to a different County, go to the Counties tab and select the County ID field and change to

the new County ID, and then select Save.


3.3.4 District Tab

Each project must have at least one District and its associated Residency assigned to the project, which can be

found in iPM.

Figure 6 - The Districts tab

To add a District:

4. When the District tab displays, if it is not showing a blank row, click the New button and enter the following information:

5. District ID: This is a search field. Hit the Enter key or enter all or part of the District number or name and select the appropriate District from the drop-down list.

District District No. Bristol 1

Salem 2

Lynchburg 3

Richmond 4

Hampton Roads 5

Fredericksburg 6

Culpeper 7

Staunton 8

Northern VA 9

6. Primary: Checkbox – This checkbox indicates that the District is the first or principal district in which work will be performed for this project.

If there are multiple Districts, then one District must be flagged as the Primary District.

When adding a District at the Project summary screen, click the New button, a blank row will open to enter the district information.


App. D

Enter the District # or type the name in this search field. Be sure to include the Residency

Should always be checked


3.3.5 Points Tab

Each project must have at least one Project Point for the “From and To description”, and the longitude and latitude

for the project

All fields on the Points tab are required when you access this tab, enter data and save it.

Figure 7 - The Points tab

To add Points (location) information: 8. When clicking the points tab, if it is blank, click the New button and enter the following information: 9. Type field Required: This field will default to Midpoint and can only be Midpoint. 10. Latitude field Required: Enter the Latitude using this format 36:36:43.00. 11. Longitude field Required: Enter the Longitude using this format 80:23:27.00. The negative should not be

entered. 12. Location field Required: Enter the Residency Name or Various (Ex: Saluda Residency) 13. Category ID field: Not used, leave blank. 14. Location fields: Not used, leave blank.

Note about Long/Lat: If a project spans a large area, provide the Long/Lat at the center of the work area. The

Long/Lat fields are used by the Civil Rights Division to determine DBE goals using a 75 mile radius from the

point provided.

Enter the Long/Lat, in the middle of the project, be sure it is on the road or

pavement.


When adding a Points (location) at the Project summary screen, click the

New button, a blank row will open to enter the point information.

Enter the From and To descriptions from

IPM

Leave blank

Always Midpoint


3.3.6 Road Segments tab

A road segment is a portion of a road that can be described by a set of starting and ending stationing. A Road

Segment should be created for each road on the project. A road segment can be used to locate a specific section

of a road as the site for a project's work or a portion of the project's work.

Figure 8 - The Road Segments tab

When adding a Road Segment at the Project summary screen, click the New button, a blank row will open to enter the road segment information.


IPM

Optional

Enter Primary

leave blank Optional


The fields on the Road Segment tab are:

14) Name: Leave blank

15) Road Section No.: Enter F18. This is the fiscal year that the schedule is Let.

16) Description Required: Enter the description of the type of work performed on this project. EG: Plant

Mix Overlay or Primary Plant Mix Resurfacing or Various

17) Lane Mile: A unit of measure one standard lane wide and one mile long. Note: The Lane miles should

not be separated between Road Segments, the project total Lane Miles should be entered in the first

road segment of a project if there is more than 1 Road Segment.

18) Length: Leave blank

19) Width: Leave blank

20) Applied Depth: Leave blank

21) Road System Required: The functional class of the road (obtained from the title sheet of the road plans).

Select the appropriate code from the drop-down menu.

22) Route Required: Enter Various.

23) Beginning Station: Leave blank

24) Ending Station: Leave blank

25) Lane Mile: Leave blank

26) Category ID: Leave blank

27) Location fields: Not used, leave blank.

3.3.7 Bridge Segments Tab

The Bridge Segment tab is not used for Schedule/Maintenance work. Skip this Tab.


3.4 Project Workflow


Contract document. Users should make the proper selection for all Projects and the Prime according to the table

below.

Figure 9a - The Workflow Tab – Project

Figure 9b - The Workflow Tab – Prime










ADMIN Role Only








3.5 Retrieving a Project

To open an existing project:

1. Click on Projects from the Preconstruction Dashboard located on the Home page.


2. Clear out the Search by clicking on the broom, then enter the Project ID and hit Enter.

3. The Project Summary row will come up. Make sure that the Project ID is correct and click on the

Project ID.

4. The Project Summary screen opens with the correct Project ID being displayed.

Figure 10 – Selecting and Opening a Project




digit is typed.


3.6 Deleting a Project

Note: Prior to deleting a project, YOU MUST disassociate the project from the Prime and the

Proposal if attached. See Prime and Proposal Sections for details.

To delete a project

6. Enter the UPC in the search field.

7. Select the row action button for the project you wish to delete.

8. Select Delete.

9. The row will turn grey and can be reversed by clicking the Undo button.

10. Click the Save button to delete the Project.

Figure 13 - Deleting a project

Use this button to reverse the Delete before the Save button is clicked

To confirm the delete click the Save button


3.7 Copying a Project

To copy a project from the Project Overview screen:

6. Click on the Project’s row Action Menu button to open up the Action Menu and click on Copy.

7. When you click on Copy, it will bring up the Copy Project screen displaying the old Project to be copied.

8. Enter a new and unique Project ID..

9. Click the Copy button on the Copy Project header to complete the copy.

10. The Project will copy without errors or warnings. When completed, the Copy will return the user to the copied Project’s Project Summary General tab displaying the new Project ID.

Figure 14 - Copying a Project from the Project Overview Screen

Click the row action button of the project you wish to copy, Select Copy

A new window opens. Enter a new unique Project ID and click the Copy button


3.7.1 Copy a Project (Alternate Method)

As an alternative, the copy can be performed from within a Project from the General Tab.

Click the blue component bar action button and select Copy.

Enter a new Unique Project ID and the click the Copy button.

Figure 15 - Copying a Project from within a Project

3.8 Validating a Project

Please see Chapter 8 of this manual for complete Project Validation information.

A new window opens. Enter a new unique Project ID and click the Copy

button


4. CATEGORIES

Precon Categories are systematically programmed to distinguish between Bid & Non-Bid and separate types of

items into specific groups. Categories act as the parent of the (child) Items. Categories must exist before Items

can be added in Precon. The Category number must be 4 digits and a separate category must be created for these

different areas:

o Regular Bid Items

o (Bid) Demolition of Buildings (Clearing of

Parcels, Closing Wells, Removal of

Underground Storage Tanks, Removal of

Asbestos)

o (Bid) Betterment / Utility Relocation

o (Non-Bid) State Forces (Police Patrol, ROW

monuments, Railroad, Work performed by state

resources, Utility Inspector, etc.)

o (Non-Bid) Contract Requirements (Incentives/Dis-Incentives) Refer to Chapter 5 for

more details

o (Non-Bid) Construction Engineering and

Inspection (CEI) Refer to Chapter 5 for more

details

o (Non-Bid) Contingency – Refer to Chapter 5 for

more details

Categories are identified with a four-digit number (this is required) and fall in two distinct types:

1. Bid Category (items the contractor will bid/build) or

2. Non-Bid Category (overhead costs VDOT incurs that the contractor does not bid/use).

3.

The following Category numbering scheme IS REQUIRED for Categories:

● REGULAR BID Category numbers 0001 - 1999 Ex: 0100, 0150, 0200, 0300, 0400, etc.

Examples:

Road Design, Traffic

or Bridge Project

Utility Project Example:

● NON-BID Category number 2000 - 2999 Work performed by State Forces

Examples: Police Patrol, State Force work,

Utility Inspector, Railway

● NON-BID Category numbers 3001 – 3003

Construction Eng (CEI) Lump Sum: 3001

Contract Requirements: 3002

(Use Incentives/Disincentives here)

Contingency Lump Sum: 3003


The Categories tab contains a list of all existing Categories associated with the project. Each Category row

contains detail information for that Category.

To expand a Category row, select the Category in the list and click on the Expand button for that row.

Each row contains an Action Menu that lists actions that can be performed for the Category.

Figure 4 - Project's Category and Items Summary Screen

Opening a Project’s Categories and Items

Open the Project

Click the Categories and Items quick link


4.1 Adding a Category

To add a new Category in a Project perform the following steps:

1. Select the Categories Tab.

2. Click the New button

3. If the new Category is not expanded to show the fields, click the Expand button.

4. Enter information in the fields listed.

5. Click Save when you are finished to save the new Category.

6. The system displays a message to confirm that the new information was successfully saved.

Figure 2 - Adding a New Category


CATEGORY FIELD DESCRIPTIONS:

Category ID (Number) Required: Enter the unique 4-digit category number. Use the following format

to number the categories:

Regular bid items (including field office): 0100, 0200, 0300, 0400, etc.

Non-bid items

State Forces, Police Patrol, RW Monuments, Utility Inspector,

Railway, etc: (2000-2999)

Lump Sum CEI (3001)

Contract Requirements (Incentives/Disincentives) (3002)

Lump Sum Contingency (3003)

Note that when the estimate is printed, the categories will be arranged numerically; therefore, some

thought should be given to the category number assignments.

For Bid Options or Alternates: The Construction Division plan reviewer section is responsible

for building bid options/alternates when necessary.

Category description Required: Enter a description. Ex: REGULAR BID ITEMS

Proposal Section Number: Defaults to “0001” and should always be 0001.

Combine Like Categories: The checkbox will default to checked and should not be changed. This

field combines several different categories (as long as the funding source and funding percentages

are the same) into a single proposal section.

Construction Eng. Pct (aka CEI): A percentage entered in this field will calculate the CEI costs for all

the items under that Category. NOTE: CEI percentages should only be used on Regular Bid Item

Categories (Categories 0001 through 1999). For Non-Bid Categories 2000-3003, the value

should always equal zero.

Contingency Pct Required: When a number is entered in this field, it will calculate that percentage for

all the items in that Category. NOTE: Contingency percentages should only be used on Regular Bid

Item Categories (Categories 0001 through 1999). For Non-Bid Categories 2000-3003, the value

should always equal zero.

Contingency costs are based on L&D’s IIM-LD-249 - 2-Tiered Approach to Project

Oversight:

http://www.virginiadot.org/business/resources/LocDes/IIM/IIM249.pdf

1. Tier I (< or = 10 Million) = 5.0 percent

OR

2. Tier II (> 10 Million) = 10.0 percent

Note: If you use the Lump Sum method for entering the Contingency, you must enter 0.00 in this

field, please see 5.3 of this manual for complete details.

Activity Code Required: Choose appropriate value from the drop-down menu. This field classifies and

distinguishes between the federal and state funding pool for the Cardinal financial system. This is

not to be confused with the Funding packages within a Preconstruction estimate.


The Engineering Divisions uses most often:

a.) 631 = Federal (Participating)

b.) 731 = NonFED (State – Non Participating)

Utilities:

a.) 656 = Federal

b.) 756 = State

Demolition of Buildings:

a.) 668 = Purchase of Buildings - Federal

b.) 768 = Purchase of Buildings –NonFED (State)

Maintenance Activity: This field is for maintenance-funded projects only, Maintenance project should

enter 72000, otherwise leave this field blank.

Asset Type: Select an appropriate choice from the pull-down for maintenance-funded projects only.

Leave this field blank

Category Alternate Set ID: A unique identifier assigned to each Category Alternate Set in the Category

Alternate Set List. Category alternate sets contain one or more alternate members, and can be used

to determine Section alternatives. A Project may contain multiple category alternate sets. Alternates

are the Construction Division Plan reviewer’s responsibility. Leave this field blank.

Category Alternate Member ID: A unique identifier assigned to each category alternate member of a

Category Alternate Set. A Category cannot be assigned to a Category Alternate Set without

identifying a Category Alternate member. Alternates are the Construction Division Plan reviewer’s

responsibility. Leave this field blank.

Federal Eligibility Required: Enter Y or N. This designation can be found in iPM.

Federal Structure ID: Enter the 5-digit HTRIS Structure ID. This is a unique 5-digit number assigned

to the structure and may be found on the first screen of the structure inventory in the HTRIS system.

(This is not to be confused with the 4-digit Structure Number assigned by the State of Virginia.)

Enter the Structure ID in the first 5 spaces of this field, leaving the remainder of the field blank.

(Enter leading zeroes if necessary to fill 5 spaces.) If it is not a bridge project, leave this field blank.

The District Safety Inspection personnel in the Districts shall be contacted for the Structure ID.

FHWA Type Code: Choose appropriate value from the drop-down menu. This table consists of specific

Federal Work Type codes. See Appendix F.

Federal Work Code: Choose appropriate value from the drop-down menu. See Appendix G.

Low Cost Flag: Display only – cannot be changed on this screen. A system generated indicator for a

Category Section, or bid item that contributes to the low cost total in an estimate.

Life Cycle Cost: The expected maintenance cost over the life of the work being performed. The value

is added to the bid amount for the alternate category in low cost calculations and decisions, but it is

not part of the actual award amount. Leave this field blank.


4.2 Copying a Category

If you are adding a new category to a project that is similar to another category, you can create a copy of the

existing category and assign it a new Category ID. This saves the time it would take to enter all the category

detail information again. You can then make any minor changes required for the new category. Note: All items

that are within the Category are also copied.

You can copy a category to the current project or another project, and choose whether to include associated

data such as locations, funds, and alternate sets.

The Category may be copied into any existing Project in your Control Group.

Follow these steps to copy a Category:

1. On the Project Summary screen, click the Categories and Items Quick link.

2. On the Project Category and Item Summary screen, click the Categories tab.

3. Locate the Category you want to copy, and select Copy from the Actions Menu on the Category row.

The system takes you to the Copy Category screen.

4. If you are copying the Category to another Project, enter the destination Project's ID in the Project

ID field.

5. Click in the Category ID field, and replace the value with a unique ID for the new Category.

Be sure to follow the format for numbering Categories.

6. If you want to copy associated information to the new Category, select the appropriate check boxes for

the type of data you want to copy: Copy Fund Packages, Copy Alternate Sets, and Copy Locations.

7. Click the Copy Category to Project button on the screen header.

8. The system validates the new Category ID, adds the new Category to the destination Project, and

takes you back to the Categories tab.

9. When you copy a Category to the same Project, all the information in the source Category is copied to

the new Category with the following exceptions and differences:

The Low Cost Flag field values are determined automatically by the system after the copy is made.

Project Item Line Number field values in the copied Category will not necessarily match the source

values, but will be determined by the order of insertion into the Project.

10. When you copy a Category to another Project, all the information in the source Category is copied to

the new Category with the following exceptions and differences:

The Low Cost Flag field values are determined automatically by the system after the copy is made.

Project Item Line Number and Project Item ID field values in the copied Category will not

necessarily match the source Project's values, but will be determined by the order of insertion into the

destination Project.

11. If you do not include the Category's associated information in the copy, the system clears the Section

ID, Fund Package ID, Alternate Set ID, and Alternate Member ID fields.


Figure 3 - Copying a Project's Category

To copy a Category (and its contents) to another Project,

enter the destination Project ID in the Project ID field.

To copy a Category (and its contents) enter the new Category number.

Click the Copy Category to Project

button.


4.3 Deleting a Category

There are 2 methods to delete a Category and this is dependent upon whether the Category includes items.

To Delete a category perform the following steps:

1. Select the action button on the Category row you wish to delete

2. Select Delete.

3. If the Category has items within it, the following error displays.

4. If you are certain you want

to delete the Category AND all the items within it, select the action button on the Category row you wish to delete.

5. Select Delete Category and Associated Data.

This means all the items under that Category will be deleted!!

USE EXTREME CAUTION: Once this is selected it deletes automatically. There is no opportunity to Undo!

Figure 4 – Deleting a Category

If Category contains items, Deletion not possible. Deletion only allowed if Category is empty.

Deletes Category and ALL the items within it. CAUTION! Once clicked it automatically deletes. There is no Undo!


5. ITEMS Precon Items have a relationship with Categories. Categories act as the parent of the (child) Items. Categories

must exist before Items can be added in a Precon Project. The Items come from an Item Code Table from the

current Specification book. There are 2 types of items: Standard Items and Non-Standard items. A complete

list can be found here: http://www.virginiadot.org/business/const/resource.asp

The Items tab on the Project Category and Item Summary component contains an accordion list of all the items

in the project. Each row represents one item. Each row displays an Actions button and values for the Project

Item Line Number, Item ID and Description, Quantity, and Unit of Measure fields.

If you are working only with the items in a single project category, you can use the Category ID filter at the top

of the page to filter out of the list all items except those you are working with. Click the Category ID down arrow,

and select the category you want. You can choose No Filter to display all items in the list.

Figure 5 – Project Category and Item Summary Screen

http://www.virginiadot.org/business/const/resource.asp


5.1 Lump Sum Items

Lump sum items are items for which a typical unit of measure does not exist (for example, mobilization).

A lump sum item can be defined by three methods:

True lump sum

A true lump sum item is bid in a lump sum amount (that is, with a quantity of

1). The quantity, at the proposal item level, is grouped together as a single unit

and the item is priced and bid as a whole. For true lump sum items, the Lump

Sum and the Bid as Lump Sum check boxes are selected on the Item Summary

component.

Fractional lump sum

A fractional lump sum item has a fractional quantity (greater than 0 but less

than 1.0) but, at the proposal level, the quantity must equal a summed

quantity of 1.0, and it is bid with a single value. Like true lump sum items,

fractional lump sum items have both the Lump Sum and the Bid as Lump

Sum check boxes selected on the Item Summary component. If a project item has a fractional lump sum quantity, there must be at least one

other project item which, when combined at the proposal level, sums the

quantity to 1.0. In order to combine, the fractional lump sum items must have

the same unit price. Errors are indicated at the proposal item level and on the

proposal validation if these conditions are not met. The same item can be true or fractional depending on how your agency

wishes to price that particular item.

Hybrid lump sum

A hybrid lump sum item has a typical unit of measure and quantity (which

may be greater than 1), but is bid in a lump sum amount (that is, with a

quantity of 1.0). The Bid as Lump Sum check box will be selected, but not

the Lump Sum check box. For example, a "Clearing and Grubbing" item can

be a hybrid lump sum item if its quantity is measured in terms of acres, but it

is bid in a lump sum amount.

Characteristics of Lump Sum Items

Type Lump

Sum Flag

Bid as LS Flag Checked

Has Unit of

Measure

Estimate Quantity

Estimate Price for Multiple Occurances

Proposal Total

Quantity

Bid Quantity

True Yes Yes No 1 Same or Different

1 1

Fractional Yes Yes No 0 < Qty > 1 Same 1 1

Hybrid Yes Yes Yes 0 < Qty Same or Different

1 1

Note: For hybrid items at the proposal item level and bid item level pages, the quantity is displayed as the estimated quantity, but is calculated based on a quantity of 1.0 for the extended item amount.


5.2 Adding an Item

There are 4 ways to add an item to a Precon project, from either the Categories and Items tab or the Item

Worksheet quick link.

Figure 2 – 4 Ways to Add Items


5.3 Deleting an Item

From the Project Category and Item Summary, find the item you want to delete. Select the row actions button

for that item and then select Delete from the list of actions.

Figure 3 – Delete Item Screen


5.4 Determining Construction Surveying, Mobilization, Construction Engineering (CEI), Contingency and Contract Requirement costs

Two items shall be entered on every Road design (Project ID’s ending in CXX) and Structure & Bridge (Project

ID’s ending in BXX) Precon estimate.

1. Construction Surveying (Calculate first) – Item Code 00101

2. Mobilization (calculation includes Construction Surveying cost) – Item Code 00100

It is recommended that these two items be entered, with a quantity of 1 and a value of zero, at the time the rest

of the items are entered. Then calculate and fill in the cost after all other items in the estimate are complete.

Recalculation of the Construction Surveying and Mobilization may be required if project totals change.

5.4.1 Calculating Construction Surveying

All Location & Design and Structure & Bridge projects will contain the pay item Construction Surveying (Item

Code 00101) and should be entered under a Regular Bid Item Category. The cost is determined by the following:

o Structure and Bridge – $1,500 per span

o Location and Design – 1% of the total project cost, If there is a Traffic component on the project,

calculate 1% of the sum of the “C” (road design) and the “T”(traffic) projects

– Add $1,000 for each “D” number.

o Traffic Engineering – Construction Surveying costs for Traffic engineering projects are calculated and

included in the L&D road design estimate.


5.4.2 Calculating Mobilization

All Location & Design projects and all Structure & Bridge projects shall contain the pay item Mobilization

(Item Code 00100) and should be entered under a Regular Bid Item category as a Lump Sum. The formula for

Mobilization can be found in the Spec book in Section 513.

The mobilization calculation includes the cost of Construction Surveying. Traffic engineering projects which

are a part of an L&D project will not include Mobilization. The road designers will calculate their Mobilization

based upon the sum of the “C” (road design) and “T” (traffic) projects.

FORMULA FOR MOBILIZATION (Spec Book Section 513)

Figure 4 – Mobilization


5.4.3 Calculating Construction Engineering and Inspection (CEI) (Non-Bid Cost)

The Non-Bid Construction Engineering and Inspection (CEI) covers a

range of costs and the Project Manager is ultimately responsible for

developing and managing the construction engineering and inspection

budget. This budget typically is developed after the project plans are

complete so it is recommend to use the following formula based on the

estimated Construction cost (totals in Precon projects).

Construction Engineering (CEI) should be entered as a lump sum using

Item Code 25580 and must be entered under category 3001, see

Chapter 4 for complete details. Item 25580 has a TEC (Total

Engineering Cost) unit of measure and the quantity should always be 1.

Figure 5 – CEI Lump Sum


5.5 Contingency (Non-Bid Cost)

The Contingency cost on construction and maintenance contracts is used to capture the potential cost of additional

work, unforeseen conditions such as differing site conditions, plan changes etc. Contingency is a Non-Bid cost

and is only calculated for Regular Bid Items (Categories 0001 through 1999). The following items need to

be accounted for in your contingency budget for both construction and maintenance contracts including schedule

work:

Fuel Adjustment

Asphalt Price Adjustment

Steel Adjustment

Ride ability

Contingency costs are based on L&D’s IIM-LD-249 - 2-Tiered Approach to Project Oversight:

3. Tier I = 5.0 percent

OR

4. Tier II = 10.0 percent

If there is more than one federal project number, the contingency cost should be allocated to each federal

project. The cost may be divided among other Project ID’s, if the Project Manager desires but if using

contingency percentages they must match in all Precon Projects.

The Contingency cost can be entered in Preconstruction in one of two ways: It must be one or the other, BUT

NOT BOTH.

1. As a percentage in the Contingency PCT field on the Category screen (preferred method)

(Entered Only on Categories 0001 through 1999)

OR

2. As a Lump Sum (less common method)


5.5.1 Entering Contingency as a Percentage (Recommended method)

Enter 5.0 or 10.0 in the Contingency Pct field under the Regular Category only.

Important note: Contingency percentages should only be entered on Categories 0001 through 1999.

Note to Project Managers: The Contingency percentage must match across all projects in the Prime and/or

Proposal.

Figure 6 – Contingency Percentage

CE

I% a

nd C

ontingen

cy %

NO

T

allo

wed o

n C

ate

gori

es 2

00

0-3

00

3


5.5.2 Entering Contingency as a Lump Sum (less common method)

Lump Sum Contingency uses Item Code 25590 and must be entered under category 3003.

The Contingency Item 25590 has a TEC (Total Engineering Cost) unit of measure and the quantity should

always be 1.

Figure 7 – Lump Sum Contingency

Note: If using the Lump Sum method for Contingency, be sure that all the Contingency % field is 0.0 at

the Category level!


5.5 Contract Requirements (Non-Bid Costs)

The Contract Requirements item was established to capture potential project Incentives/Disincentives (I/D)

payments. Users may utilize HUB-CAP or other methods to determine the Maximum cost.

Contract Requirements uses Item Code 25585 and must be entered under category 3002.

Item 25585 has a TEC (Total Engineering Cost) unit of measure and the quantity should always be 1.

Figure 8 – Requirements / Incentives & Disincentives


6. FUND PACKAGE Overview & FUNDING: Assign to Items

A fund package is used to assign funding to the project items and to define that grouping with a Fund package

name. For the majority of VDOT Projects, only One Fund Package is necessary, as funding is typically the

same for the entirety of a project. An exception to this rule is a project that contains betterment. Fund Packages

must equal 100% and all items must be assigned to a Fund Package.

The procedures are as follows:

1. Assign Pre-Defined Fund Package or Create a new Custom Fund Package.

2. If a New Custom Fund Package was created – add the funding specifics to the Custom Fund

Package.

3. Assign Funding to Items.

6.1 Pre-Defined Fund Packages

VDOT has 4 Standard Pre-Defined Funding Packages at your disposal, they are:

Figure 6

–

VDOT’s

Pre-

Defined

Fund

Packages


6.1.1 Funding Specifics for Pre-Defined Fund Packages

Figure 2 – Funding Specifics for VDOT’s Pre-Defined Fund Packages


6.1.2 Example of a Betterment Custom Fund Package

Figure 3 – Betterment Custom Fund Package Example


6.2 Methods to Add Fund Packages

There are 2 methods to Add a Funding Package to a Project:

1. Select a Fund Package from a Pre-Defined List (Most common method)

2. Create a New Custom Fund Package from scratch (that is not in the Pre-Defined List)

Figure 4 – Two Methods to Add a Fund Package

To use a Pre-Defined Fund Package Click the Select Fund Packages button

Click the New button to create a New Custom Fund package that is different than the Pre-Defined Fund Packages.

11 22


6.2.1 Adding a Pre-Defined Fund Package

Perform the following steps to add a Pre-Defined Fund Package to a Project.

1. From an open project, click the Fund Package Overview quick link.

2. Click the Select Fund Packages button, a new window will open.

3. Click Show first 10 in the middle of the screen.

4. Select the desired Fund Package from the list, a green check mark displays to the right of the chosen

package in the list.

5. Click the Add Fund Package button.

6. Go to 6.3 for the next step.

Figure 5

–

Adding a Pre-Defined Fund Package

6.2.2 Creating a New Custom Fund Package

Perform the following steps to Create a new Custom Fund Package for a Project.

11

Click the Select Fund Packages button

Click Show first 10

Select desired Fund Package from the list

Click Add Fund Package


1. From an open project, click the Fund Package Overview quick link.

2. Click the New button, a new window will open.

3. Add a New Fund Package name in the Fund Package field. Keep the name as short as possible.

4. Enter a Description in the description field.

5. Click the SAVE button on the blue component bar.

6. Caution: the Project Level Check box – should NEVER be checked.

7. Go to 6.2.2.1 to complete this task.

Figure 6 – Creating a New Custom Fund Package

Click the New button to create a Fund package that is different than the Pre-Defined Fund Packages.

Add description Add New Fund Package Name, Keep as short as possible Click Save

Do NOT Check


6.2.2.1 Adding Custom Funding Specifics

Perform the following steps to Add Funding Specifics to the new Custom Fund Package.

1. Click the 0 on the right of the screen of the new fund package or click the row action down arrow

and Select Open.

Figure 7 – Two ways to open Fund specifics


Adding Funding Specifics Continued

2. Click the Select Funds button.

3. Perform a search in the search box or Click Show first 10 and select from the list.

4. Click the Add to Fund Package button.

5. Fill in 1 in all the Priority fields

6. Change the percentage field as required.

7. Ensure the Total of all equal 100%

8. Click the Save button on the blue component bar.

Figure 8 – Adding funding specifics

Click Select Funds

Priority should always be 1

Must total 100% Click Save


6.3 Funding:Assign to Items to a Project (for Pre-Defined Fund Packages)

Assigning funds will be dependent on the type and/or the number of Fund package(s) a project contains.

Perform the following steps to Assign Funding to all the items:

1. Click the Funding: Assign to Items quick link.

2. Click the Radial button on the All Project Items row.

Figure 9 –Funding: Assign to Items

Click the Lettered Radial button

Click Save


6.3.1 Funding:Assign Funding to a Project (for a Custom Fund Package)

Assigning funds will be dependent on the type and/or the number of Fund package(s) a project contains.

Perform the following steps to Assign Funding to all the items:

1. Click the Funding: Assign to Items quick link.

2. Click the Radial buttons for each Category to correspond to the correct fund package.

Figure 10 –Funding: Assign to Items

Click Expand All to show Fund specifics

Check radial buttons to correspond with the Fund package on the right


6.4 Deleting a Fund Package

Perform the following steps to delete a Fund Package. You must have a project open to do this.

1. Click the Fund Package Overview quick link.

2. Select the row action button for the Fund Package row.

3. Select Delete.


Figure 11 – Deleting a Fund Package


7. ITEM PRICING The Item Pricing quick link allows you to generate or change units prices for project items.

Preconstruction uses a regression model for item prices as a function of specific price qualifiers. The system

uses Market Area (currently set to “District”) as a variable in the regression analysis. The regression model is

based on the top three (3) bidder’s history, for a 24 month window and is updated monthly. See the Bid-Based

Regression Model methodology, later in this chapter.

District and Statewide Average price reports published on the VDOT website is based on an average price

model that uses the Market Area (District) and Quantity as variables to generate the average prices. Both reports

are run monthly and are based on the same 24 month window as the regression model.

The system will allow the user to enter their own price manually or have the system generate a bid-based price

from the historical bid data. It is recommended to generate the bid-based prices for all the items in the

project(s). If the quantity of an item is outside the quantity range of the bid history (24 months), the system will

generate a price that may not be suitable. The system will notify the user that the quantity is out of range in the

item pricing comments field. It is advised that the user refer to other resources to evaluate and determine

an appropriate price when the quantity is out of range of the historical data.

Preconstruction will not generate prices for Non-Standard items. Therefore, the engineer and or designer will

need to determine a logical price and enter it manually.

VDOT’s Construction Division maintains Historical Pricing here:

http://www.virginiadot.org/business/const/resource.asp Included are: Two-year historical bid pricing listing

Statewide averages listing

Districtwide averages listing

3–month District Average listings

VDOT employees may utilize the Staunton database to determine prices, found here:

http:// stauntonapps/main/bridge/inside_vdot/items.asp Note: The bid data in this location is updated quarterly..

All of VDOT’s Historical bid history can be found on the Bid Express website, please note this is not a free

service and users outside of VDOT will need to pay a subscription fee. https://www.bidx.com

VDOT employees may request access to Bid Express for free by contacting Mary “Kiwi” Roane

kiwi@[email protected] with your Name, phone number and email and she will request an account for

you. Accounts created on the Bid Express site must be logged in monthly to keep the account active.

https://www.bidx.com/

mailto:kiwi@[email protected]


7.1 Generate Bid-Based Prices for an Entire Estimate

The system updates the value in the Price field and changes the Est Type to either Regression or Average,

depending on which estimation model is chosen. The Ext Amount and Project Item Total fields are also

automatically updated. If no historical information is available for an item, the system updates the Price field

with the reference price and changes the Est Type to Reference. If reference price information is not available,

the system leaves the price as it was or blank.

To generate Prices for an Entire estimate perform the following steps:

1. Click the Item Pricing quick link. A new screen opens and the categories in your estimate are listed.

2. Select the Component Action Button.

3. Select Price All Items.

4. A message will display once the process is complete.

5. Return the General tab and change the Date of Gen Bid Base Prices field to the date the prices were

generated.

Figure 7 – Generate Bid-Based Prices for entire estimate

Prices generated for

All Categories in project


7.1.1 Generate Prices for a Category

To generate historical prices for a specific Category perform the following steps: 1. Click the Item Pricing quick link. 2. Click the row Action Button of the Category you wish to price. 3. Select Price Category.

Figure 2 – Generate Bid-Based Prices for Category


7.1.2 Generate a Bid-Based Price for an Individual Item

To generate a historical price for an individual item perform the following steps. 1. Click the Item Pricing quick link. 2. Expand the Category of the item you wish to price. 3. Click the row action button of the item you wish to price. 4. Click Price Item.

Figure 3 – Generate Price for Individual Item

Updated Bid-Based Price System generated comment providing source of price


7.1.2.1 Bid-Based Regression Model methodology

The bid history model calculates the regression coefficients for an individual item by quantity and District. The

model performs the following steps when generating the regression price for an item.

1. Perform an initial regression model using only quantity and date (24 month date range).

2. Remove (10%) outliers based upon the parameter settings.

3. Exclude the date variable from the models if it is not within the minimum of 24 month history

and a minimum number of thirty (30) observations.

4. Include only the top three (3) bidders.

5. Determine which models can be calculated for an item based upon the minimum number of

twenty (20) observations needed.

6. For each item to be modeled, calculate the level of improvement (0.2) for each potential variable to

be included in the estimation regression models.

7. Select variables to be included in the models for which the level of improvement (0.2) is significant.

*

8. Run the estimation regression models including all variables which pass the selection requirements for

number of observations, level of improvement, and parameter settings.

9. Calculate statistics on these models.

10. Exclude regressions that have a positive quantity relationship (price increases as the quantity

increases)** or are out of range when compared to the average.

*The Level of Improvement to Add for Regressions option sets the level of improvement a regression model must have

over the base model before keeping it. For example, when considering a regression with just area as a parameter, a value

of .20 (the default) indicates that the regression model must have a .20 level of improvement over the base regression

model that does not include area. Otherwise the model with area is excluded from further analysis.

** If a regression is found to have a positive quantity coefficient (price increases as the quantity increases), selecting the

Exclude Regressions with Positive Quantity Coefficients for Regressions option will exclude the regression calculation

for the item. While this may be valid for the item, it usually indicates further analysis should be done before using the

model’s regression analysis for the item.


7.1.2.2 Pricing comments field

The system fills in the Price comments field when the prices are generated from the bid-based history, a

glossary of possible comments are as follows:

1. Using minimum* quantity of n

*Minimum range of quantities found in the 24 month regression model.

2. Using maximum** quantity of n

**Maximum range of quantities found in the 24 month regression model.

3. Using average quantity of n

If Area (District/City/County) is used in addition to quantity to determine price, “and county” is

appended to the above values, e.g. “Using maximum quantity of n and county.”

If Area (District/City/County) is used but not quantity, Price Comments is set to “Using county.”

Note: Area = consists of VDOT District and the cities and/or counties that are within that District.


7.1.3 Enter a Price Manually

If you know the price of a particular item or the database does not generate one for you, to enter a price

manually perform the following steps. 1. Click the Item Pricing quick link. 2. Expand the Category of the item you wish to price. 3. Enter your price in the Est Price field 4. Click the padlock icon to lock the price.

Note: Locking the price is important so that when the Generate price process is run, it does not overwrite the price

that you entered.

5. The Src Price field automatically populates Ad Hoc.

Figure 4 – Enter a Price Manually


7.2 Price Scatter Plot

VDOT uses the BAMS/DSS HREG profile which allows users to View a Scatter Plot of prices from the 2-year

Bid History.

If the item record includes a quantity, that information is used as an additional parameter in the profile. The system

displays the scatter plot in a new browser window.

To View a Scatter Plot, perform the following steps: 1. Open the project of your choice. 2. Select the Item Pricing quick link. 3. Expand the Category you wish to view. 4. Select the Row Action button for the row you wish to see the scatter plot. 5. Select Open Scatter Plot

Figure 5 – How to View a Scatter Plot


The Scatter Plot is an interactive window where you can move your cursor over the dots in the graph to show

additional information in the upper right corner of the graph. This data is based on the past 2 years.

Figure 6 – Scatter Plot Overview


8. VALIDATIONS & REPORTS The final step in completing a Precon Project is to validate that errors do not exist and run reports.

8.1 Validating a Project

All Precon Projects MUST be validated to check for errors. The validation process generates a list of warnings

about the state of the project and does not stop further processing. Validation can be performed at any time in

the estimate life-cycle but should be run before the user runs reports.

There are 2 Validations that MUST be run for each project.

1st Validation = System Validation (2 methods)

2nd Validation = VDOT specific –Project Validation Button

8.1.1 System Validation - from the Project Overview

To run the System validation of a project without opening it, perform the following steps: 1. Navigate to Project Overview screen 2. Enter the UPC in the search box. 3. Select the Row action button for that project 4. Select Validate Project.


5. A new browser window/tab opens and provides results of validation, error messages will appear here using the color coding described in Chapter 1.

6. If errors occur, close the validation browser tab, make the necessary corrections and then re-run the Validation so that your project is free of errors.

8.1.2 System Validation - from an Open Project

Validation within an open project is available in two locations: Project Summary or Project Category and Item

Summary screens.

To validate from an open project, perform the following steps: 1. Navigate to the Project Overview screen. 2. Enter the UPC in the search box. 3. Open the desired project. 4. Select the Row action button from either the Project Summary or Project Category and Item Summary

screens. 5. Select Validate. 6. A new browser window/tab opens and provides results of validation, error messages will appear here using

the color coding described in Chapter 1. 7. If errors occur, close the validation browser tab, make the necessary corrections and then re-run the

Validation so that your project is free of errors.


8.2 System Validation Overview

This validation is the standard “out of the box” error checking from the software company and is not

customizable by an agency.

8.2.1 PROJECT Validation checks the following:

The project contains at least one project item.

The project contains at least one county.

The sum of the project county percentages equals 100%.

The project contains at least one district.

The project contains at least one category.

VDOT’s agency setting for Require Project Item Assigned to Category option is set to True,

then all project items must be assigned to a category.

All project items must be assigned to a category.

All project items must have a quantity.

o blank, null are not valid, 0 is a warning

All project items must have a price.

o blank, null are not valid, 0 is a warning

o If the Bid Requirement Code field is set to Minimum for an item, the project item price must

be greater than or equal to the value in the Unit Price Comparison field.

o If the Bid Requirement Code field is set to Maximum for an item, the project item price must

be less than or equal to the value in the Unit Price Comparison field.

The project contains a point location record with the word "midpoint" recorded in the

Description field and recorded values for longitude and latitude.

All project items have been funded.

All fund packages associated with an item must pass funding validations.

All alternate sets attached to a project item must have an alternate member defined at the

item level.

o For each alternate set, there should be at least one item with an assigned set and member.

All alternate sets attached to a project category must have an alternate member defined at the

category level.

o For each category alternate set, there should be at least one category with an assigned set

and member.


8.2.2 PROPOSAL Validation checks the following:

This validation is the standard “out of the box” error checking from the software company and is not

customizable by an agency.

The proposal has a primary county.

The proposal has at least one associated project.

A proposal time record is identified as Main Time.

Proposal items exist for the proposal.

All proposal items have a quantity.

o blank, null are not valid; 0 is a warning.

All proposal items have a price.

o blank, null are not valid; 0 is a warning.

o Unit prices do not fall outside the boundaries of the minimum or maximum value held in the Unit

Price Comparison field whenever multiple projects containing items with minimum or

maximum bid requirements but with different Unit Price Comparison values are added to the

same proposal.

Proposal items identified as fractional lump sums have the same estimated price and quantities

that sum to 1.0. For more information about lump sums, please see Chapter 5 for more details.

All proposal items are assigned to a section (needed for Bid Express).


8.3 VDOT Specific Project Validation button

This is a VDOT specific project validation that should be run in conjunction with the System Validation in the

previous section. The button is located at the bottom of the General tab within an open Project.

This Validation must be run for every Precon Project.

8.3.1 VDOT Specific validation checks the following:

a. Checks all Regular/Bid categories do not have items checked Non-Bid. b. Compares CEI & Contingency lump sums versus percentages at the category level. Projects can have

lump sum or percentages but never both. c. Checks that a project has at least one (1) Road Segment.

d. Checks that all items are assigned to a Fund Package.


8.4 Reports

VDOT has a series of customized reports for Precon Projects, Primes and Proposals. Users should only use

reports that contain “VDOT” in the name. Reports that contain “VDOT” are PDF and the XLS is a duplicate

of the VDOT version in an Excel format.

Most reports are comprised with different pages that vary per report but this gives the user the ability to

turn certain pages on or off by clicking the desired checkbox. For Example:


8.4.1 Built-in Error checking features (some reports)

Some VDOT reports have built-in error checking features (that the Validation process does not provide) in this

report. Users should ensure that all red errors are corrected before submission to the Construction Division

for Advertisement.

Users should ensure that the report contains no red errors and that there are no “N” flags for Categories 0001

through 1999. The “N” indicates non-bid, Non-bid Items should only reside in Categories 2000 and higher.


8.4.2 Methods of Running Reports

Precon Reports can be run from the Dashboard or from an open Project, Prime or Proposal.

8.4.2.1 Running Project report from the Dashboard

1. Click the Dashboard Global Action button. 2. Select Generate Report. 3. Choose Preliminary Project Detail Estimate VDOT from the list, a green check box appears to the left. It

automatically moves to page 2. 4. In the search box, enter the desired UPC number. 5. Click the desired Project ID from the list, a green check box appears to the left. 6. Click the blue Next arrow button on the upper right of your screen. 7. Check or uncheck the boxes from the list of 4 report pages that you desire, all 4 default as checked. 8. Click the Execute button on the blue component bar. 9. The report opens in a new Browser tab.

Note: Please remember to save or print the PDF, this is the only time you will have the opportunity to do so. Otherwise, you will have to re-run the report.

8.4.2.2 Running Project report from an open Project

This report can be run in almost every quick link page within a project. 1. Open the desired project. 2. Click the blue component Action Button. 3. Select Preliminary Project Detail Estimate VDOT 4. Check or uncheck the boxes from the list of 4 report pages that you desire, all 4 default as checked. 5. Click the Execute button on the blue component bar. 6. The report opens in a new Browser tab.



9. PRIME PROJECTS

A Prime Project must be created for every State or Federal project that will be advertised. The Prime acts as a

link to all the Projects and thus any changes in the Projects are reflected in Prime reports. The prime combines all

the projects from the different disciplines and does two important things. A Prime is required even if there is

only one Project.

The Prime has 2 functions: 1. Provides the Construction Division Team leader (person that prepares Proposals for Advertisement)

the list of correct Preconstruction projects that are to be included in the advertisement. For example:

Some advertisements consist of more than 1 UPC or more than 1 bridge.

2. Uploads cost estimate information to the PCES module of IPM, every night at 7pm.

Prime Project ID: Is 14 digits and always begins with a C and ends with the Project ID number of the largest

project (most money) and would be the controlling project and the Prime is named per the controlling

project name.

For example, if the projects to be combined are: 9845C02, 9845B21, 9845B22, 9845T01 and 9845L02 and the

largest (monetarily) is the C02 project then the Prime would be named: Prime Project ID = C0000009845C02

Whether you, as a user, create a Prime Project or not can be determined by the three cases described below:

Case 1: It is the responsibility of the Project Manager to create the original project and make the

appropriate copies for the other disciplines/users on the project team (i.e. Bridge, Traffic

Engineering, Environmental, Consultants)

The Project Manager will create the Prime Project and associate all projects to it then move the

projects to the team members respective control groups.

Case 2: The designer who is not the Project Manager receives a project from the Project Manager. The

project has been linked to the Prime Project by the Project Manager. Therefore, this designer will

not create a Prime Project unless directed by the Project Manager to do so.

Case 3: The designer of a “stand-alone” project (a project in which no other division will be involved)

shall create a Prime Project and associate the project(s) to it.


9.1 Prime Controlling Project

A checkbox is used to designate a Project as a Controlling Project, which is the Controlling Project in a Prime

containing multiple projects. The Project with the majority of the Construction funds/money should be the

Controlling project. The name of the Prime will correspond to the name of the controlling project.

There can be only one Controlling Project designated per Prime.

The Project used for the Prime Project will also be the Controlling Project.

The cover of the Prime report will be blank if a controlling project is NOT checked.

Figure 1- Prime Controlling Project


9.2 Adding a Prime Project

To add a Prime Project from the Prime Project Overview screen follow these steps:

1. Click on the Prime Project link from the Preconstruction Dashboard found on the Home page.

2. Open the Prime Project Overview header’s Action Menu and click Add.

3. The Add Prime Project screen opens.

4. Enter the Prime Project data and click the Save button when finished.

Figure 2 - Adding a New Prime Project

PRIME FIELD DESCRIPTIONS:

Prime Project ID: 14 Digits and must start with a C and ends with the Project ID number. Ex:

C0000104340C01 or C0000009845C02

Must begin with a C


Control Group: The control group is the security designation which decides which user has access to

which prime project(s). This field will already be filled out with your control group. The data in

this field may be changed in order to transfer the prime project to another control group.

Project Location: Use the first line for the From: information and the second line for the To:

information. Bridge projects will use the location from the title sheet.

Ex: FROM: 0.09 MI. W. WEST HIGHLANDS BLVD.

TO: 0.01 MI. W. WEST HIGHLANDS BLVD.

Federal Project Number: Enter the Federal Project Number, if applicable, in its entirety, complete with

dashes, parentheses, etc. If the project is not federally-funded, enter NONE. Ex: STP-5A03(264)

State Project Number: Enter the state project number in its entirety, complete with dashes, commas,

etc. Ex: 0615-047-169, C501

Federal Appropriation Codes: Not currently used.

Road Name: Enter the name of the road or leave blank.

Ex: HOLLAND ROAD or RTE 628, MCCLELLAN ROAD


9.2.1 Adding/Associating Project(s) to a Prime

To add (link) projects to a Prime perform the following steps: 1. Open the Prime of your choice. 2. Select the Projects tab on the left side of the screen. 3. Click the Select Projects button. 4. Enter the UPC number in the search box. 5. Click all the Projects from the list that belong in the Prime. 6. Click the Add to Prime Project button. 7. Click the Save button.

Figure 3 - Adding Projects to a Prime

Click Projects to add to Prime


9.2.2 Prime Workflow


Contract document. Users must make the proper selection for all Projects and the Prime according to the table

below. Leaving the workflow fields blank, results in reporting errors.

Workflow field: set to VDOT Workflow Project-Proposal-Contract

Workflow Phase: set to Project Definition Phase

Figure 4 - The Workflow Tab – PRIME

9.3 Disassociating (Removing) Projects from a Prime Project

Warning: When Remove is selected, the Project Row is automatically removed. There is no opportunity to

reverse the selection, as the row is immediately removed without clicking the Save button. To restore the row,

you must associate the Project back to the Prime Project.

1. Open Prime.

2. Click the row action button of the appropriate Project.

3. Click Remove.

Figure 5 - Disassociating (Removing) a Project from a Prime Project

Do not leave these fields Blank


9.4 Deleting a Prime Project

A Prime can be deleted only after all the projects have been disassociated (removed) and some users do not have

permission to delete a Prime. If you need a Prime deleted, please contact the Precon Administrator listed in the

Support/Help at the beginning of this manual.

To delete a Prime perform the following steps. 1. Open the Prime. 2. Click the Projects tab. 3. Remove all Projects (see 8.3 for complete instructions). 4. Click the Overview quick link. 5. Click the row action button of Prime you wish to delete. 6. Click Delete.

Figure 6 - Deleting a Prime


9.5 Running the Prime Project Detail Estimate VDOT Report

The Prime Project Detail Estimate VDOT report is a combined report that calculates the totals for all the

projects associated to the Prime.

The report is comprised of four individual reports:

Cover Page

Summary Sheet

Cost Estimate

Funding Summary

When you generate this report, you can choose to include one, several, or all of these reports.

9.5.1 Running the Detail report from the Dashboard

10. Click the Dashboard Global Action button. 11. Select Generate Report. 12. Choose Preliminary Prime Detail Estimate VDOT from the list, a green check box appears to the left. It

automatically moves to page 2. 13. In the search box, enter the desired UPC number. 14. Click the desired Project ID from the list, a green check box appears to the left. 15. Click the blue Next arrow button on the upper right of your screen. 16. Check or uncheck the boxes from the list of 4 report pages that you desire, all 4 default as checked. 17. Click the Execute button on the blue component bar. 18. The report opens in a new Browser tab.


9.5.2 Running the Detail report from an open Project

This report can be run in almost every quick link page within a project. 7. Open the desired project. 8. Click the Action Button on the blue component bar. 9. Select Preliminary Prime Detail Estimate VDOT. 10. Check or uncheck the boxes from the list of 4 report pages that you desire, all 4 default as checked. 11. Click the Execute button on the blue component bar. 12. The report opens in a new Browser tab.


https://aashtoproject.cov.virginia.gov/Help_Sys_Admin/Preliminary_Detail_Estimate_Cover_Page.htm

https://aashtoproject.cov.virginia.gov/Help_Sys_Admin/Preliminary_Detail_Cost_Estimate.htm

https://aashtoproject.cov.virginia.gov/Help_Sys_Admin/Preliminary_Detail_Estimate_Funding_Summary.htm


10. PROPOSALS

A Precon Proposal is one or more projects grouped together for advertisement, bid-letting, award and the creation

of the Construction Contract.

A proposal is similar to a project in that it contains items or work, but it also contains advertisement info, DBE

goals, wage decisions, expected construction completion date and the Contractor’s bids. The Proposal combines

‘like items’ from 1 or more Precon Projects into a single biddable list so that bidders only view and bid on the

same item(s) once. The Proposal generates 4 digit proposal line numbers, in increments of 10. Eg: 0010, 0020,

0030.

Proposals can be created in two (2) ways:

1. Creating a proposal from the controlling project. (Recommended Method). This pulls general data

from the project and automatically assigns the project to the proposal. Then other Projects can be

added to the Proposal.

2. Create a proposal from scratch – the user will need to add the general information and assign the

projects to the proposal.

Understanding Your Role

All Precon users are assigned at least one security role. Many users have multiple roles, but you can only use

one role at a time. Therefore, you are always limited to the security access rights of your Active Role. Roles

combine the permissions needed for several related tasks and allow you more efficient access to the parts of the

system you need. Roles are assigned to you based on your location (control group) and the components you

need.

You can change your active role at any time by clicking on another role on the Home menu. By selecting a

different role, your permissions and security access are changed to reflect the areas you need to access to

perform your duties in the new role.

*In order to create a Proposal (either from scratch or from an existing project) you must use the Project

Manager-Proposal role for all work performed in a proposal.

**Important Note: Once a project is attached to a Proposal, the project is not viewable from the Project

Manager role.

https://aashtoproject.cov.virginia.gov/Help/Glossary.htm#Active_Role


10.1 Creating a Proposal from a Project (Recommended Method)

To create a Proposal from the controlling project, perform the following steps:

1. From the Preconstruction component select Projects. In the search box, query for the project you wish

to create a proposal. The Proposal should be created from the controlling project.

2. Select the project row Actions menu and select Create Proposal from Project. Be sure to add a C to

the beginning of the Proposal ID.

3. Fill in all the required fields and click Save

4. Add other Projects if required.

Figure 8 – Project Overview Screen


10.1.2 Creating a Proposal from scratch (less common method)

To create a Proposal from scratch, perform the following steps:

1. From the Home screen, click the Proposals quick link.

2. Click the row action button on the blue component bar, select Add.

3. Fill in all the required fields and click Save.

4. Add other Projects if required.

Figure 2 – Creating a Proposal from scratch

Some fields are required; the proposal will not be saved to the database unless the required fields are filled-in.

The required fields are listed with a red asterisk behind the field name. Non required fields should also be filled

in, if applicable.

Once you have filled in the correct fields, click the Save button. If the Proposal ID you created is already in the

system, you will receive an error message. You will also receive an error message if you have left any required

fields blank.

Once the proposal is saved, you will be directed to the Proposal General Tab. Notice that other fields are now

displayed on the Proposal General Tab. These fields include:

All Proposals must

begin with a C


Proposal Field Descriptions:

Proposal ID: All Proposal ID’s must begin with a C (excerpt from Appendix A, of this manual) and

should match the corresponding Prime ID (which is also the name of the controlling project for the

Proposal)

Order Number (aka Call): Contact the Construction Division’s Federal Submissions Coordinator for

Call number assignment.

Proposal Description: Required. Enter a short description of the work to be performed. This should

match the project description from IPM and the Prime.

Location: Type the location with format: FROM: (location) TO: (location).

For Projects with Plans, enter the location from the front sheet title block.

Federal Project No.: Enter the federal project number, if applicable, in its entirety, complete with dashes,

parentheses, etc. If the project is not federally-funded, enter NONE.

EXAMPLE: NH-5401(876)

State Project Number 1: Enter the state project number in its entirety, including commas, etc.

EXAMPLE: 7029-021-103, C502

State Project Number 2: Use only when more space is needed for the State Project Number 1 row,

otherwise leave blank.

State Project Number 3: Use only when more space is needed for the State Project Number 2 row,

otherwise leave blank.


DBE Goal: Select the appropriate code from the drop-down menu. Do not leave this field blank.

DBE/MBE Goal Percent: Required. Percentage will be determined by the Civil Rights Division &

entered by the Construction division staff.

WBE Goal Percent: Percentage will be determined by the Civil Rights Division & entered by the

Construction division staff.

SWaM Goal Percent: Percentage will be determined by the Civil Rights Division & entered by the

Construction division staff.

Advertisement Date: Required. Enter the Advertisement Date in MM/DD/YYYY format or select the

date from the calendar icon.

Rejected checkbox: Used by Construction division, leave unchecked.

Reason for Non-Processing: Used by the Construction Division, leave this field blank.

Prev Let As ContID: This field is not used.

Contract Type: Required. Select the appropriate code from the drop-down menu.

DBE GOAL

BOTH MBE and WBE Goals or Requirements

DBE DBE Goals or Requirements

ND Not Yet Determined

NONE NO DBE Goals or Requirements

VSBE VDOT Small Business Enterprise Program

CONTRACT TYPE




CMSR Maint. Schedule RAAP

CR CR Construction RAAP

CS CS Construction SAAP

DB DB Construction Design/Build

EM EM Emergency

LAP Local Assistance Project

PP Public/Private Transportation Act


Proposal Type: Select the appropriate code from the drop-down menu.

PROPOSAL TYPE

01 - GRADING 18 - SEAL COAT

02 - STABILIZATION 19 - REJUVENATING

03 - STRUCTURES 20 - CLEARING AND GRUBBING

04 - BRIDGES 21 - LANDSCAPING

05 - CONCRETE BOX CULVERT 22 - SPRINKLER SYSTEM

06 - RETAINING WALL 23 - PLANTING

07 - HOT BITUMINOUS PAVEMENT 24 - SODDING

08 - CONCRETE PAVEMENT 25 - CURB AND GUTTER

09 - SIGNING 26 - SIDEWALK

10 - STRIPING 27 - BIKEWAY

11 - LIGHTING 28 - GUARD RAIL

12 - SIGNALIZATION 29 - IMPACT ATTENUATER

13 - TOPSOIL 30 - CHANNEL RELOCATION

14 - SEEDING 31 - GRADING AND SURFACING OF CAMPGROUNDS

15 - MULCHING 32 - SAFETY REST AREA WITH COMFORT AND FACILITIES

16 - HOT BITUMINOUS PAVEMENT OVERLAY

33 - PORT OF ENTRY BUILDING AND SCALES

17 - PLANT MIX SEAL COAT 34 - TRAFFIC AND SURVEILLANCE


Contract Work Type: Required. Select the appropriate code from the drop-down menu.

CONTRACT WORK TYPE

01 - BRIDGE 16 - PAVING / CONCRETE

02 - BRIDGE ORDINDARY MAINTENANCE

17 - PAVEMENT MARKING/MARKERS

03 - BRIDGE PAINTING 18 - PAVEMENT REPAIR

04 - BRIDGE REPOAIR (& REHAB) 19 - PLANTING

05 - BRIDGE WIDENING 20 - SIDEWALK, CURB & GUTTER

06 - BOX CULVERT 21 - SIGNALS

07 - CURB CUT RAMP 22 - SIGNING / SIGN OVERLAY

08 - DEMOLITION 23 - SURFACE (OVERLAY & TREATMENT)

09 - FENCE REPAIR/REPLACE 24 - UTILITY

10 - GRADE / DRAIN / PAVE 25 - WIDEN ROADWAY

11 - GR REPLACEMENT/REPAIR 26 - WILDFLOWERS

12 - JACKED PIPE/PIPE REHAB 27 - PEDESTRIAN / BIKES

13 - MAINT REPLACEMENT

28- PAVEMENT MAINT. SCHEDULES (Selected for Limited Scope Maintenance Schedules Classified with Numeric Order Numbers)

14 - NEW ROADWAY

29- PAVEMENT MAINT. STAND ALONE (Selected for Larger Scope Maintenance Schedules Classified with Alpha-Numeric Order Numbers)

15 - PAVING / ASPHALT

On Call Proposal: Field Removed

Proposal Item Total: Price generated from proposal total, no action required by user.

Control Group: The control group is the security designation which decides which user has access to

which proposals(s). The data in this field may be changed in order to transfer the project to another

control group.

Contract ID: A Contract’s unique ID- should be identical to the Proposal ID.

Show Location button: No longer used.


Primary Fund Type: Required. Select the appropriate code from the drop-down menu.

Proposal Status: Used by the Construction Division after Bid Letting only, leave blank.

Status Date (Award Date): Used by the Construction Division after Bid Letting only, leave blank.

Funding Source: Required Select the appropriate code from the drop-down menu.

FUNDING SOURCE CM – CONSTRUCTION/MAINTENANCE

CONS-CONSTRUCTION

MANT-MAINTENANCE

Bridges: Required. Enter the number of bridges on the proposal. Enter 0 for no bridges.

OJT Goal: Used by the Construction Division, leave blank.

OJT Goal Units: Used by the Construction Division, leave blank.

OJT Goal Comments: Used by the Construction Division, leave blank.

Primary County: Required. This field will populate if Proposal was created from a project, otherwise

select the appropriate code from the drop-down menu and should match iPM.

Primary District: Required. This field will populate if Proposal was created from a project, otherwise

select the appropriate code from the drop-down menu and should match iPM. Ensure the District

selected includes the corresponding Residency.

Document Specialist: As determined by Construction Division. Select from the pulldown menu.

Proposal Funding Total: A field used to enter amount to limit funding on a proposal. Used by the

Construction Division, leave blank.

PRIMARY FUND TYPE BOND

FED – FEDERAL

OTH – OTHER

STA – STATE

TOLL


Mandatory Showing: Select the appropriate value. Y (YES) or N (NO)

NOTE: Select Y ONLY if the showing is mandatory. If not, then select N. You can still enter the

showing location for non-mandatory showings.

Showing Location Code: No longer used.

Showing Date: As determined by Construction Division, leave blank.

Showing Time: As determined by Construction Division, leave blank.

Showing Location 1: Enter extra showing information in this field as needed.

Showing Location 2: Enter extra showing information in this field as needed.

Progress Schedule Category: Select the appropriate code from the drop-down menu.

Proposal to Doc Assembly: Used by the Construction Division, leave blank.

CTB Meeting Date: The actual date that the Transportation Board holds their meeting for award

recommendation, used by Construction Division after Bid Letting only. Leave blank.


10.2 Changing a Proposal

From the Preconstruction Home screen select Proposals. This opens the Proposal Overview Screen. Enter a UPC

number in the search box and click the Proposal ID to open the Proposal.

Figure 3 – Proposal Overview Screen

This opens the Proposal on the General Tab where you can make edits to the fields. Note that changes cannot be

made to the Proposal ID field as it is display-only. Once you have made edits, click the Save button to save

changes. A Save complete message will display.

Figure 4 – Changing a Proposal

Click Proposal ID to open


10.2.1 Adding Projects to a Proposal

When projects are added to a Proposal they act as a link to all the items in each project. The particular Projects,

that are within a Proposal will become a construction contract, shall match the Projects that are attached to the

Prime that the District submits to the Central Office Construction Division for advertisement and let.

To add projects to a Proposal perform the following steps.

1. Open the Proposal.

2. Click the Projects tab.

3. Click the Select Projects button. Opens a new window.

4. In the search box, enter the UPC.

5. Click the projects in the list, a green check box appears next to each selection.

6. Click the Add to Proposal button. This closes the Select Projects window.


Figure 5 – Adding Projects to a Proposal

Click Projects in list

Enter UPC in the search box


10.2.2 Removing Projects from a Proposal

To remove a project from the proposal, select the row actions button for the project in the list on the Projects Tab.

Select Remove from the actions list. The project is removed and a message of Save Complete will be displayed.

Figure 6 – Removing Projects from Proposal


10.3 Assigning Time Locations

Each proposal must have at least one time, numbered 00, in order to specify time limits and liquidated damages

in Site Manager.

Preconstruction allows three types of days (VDOT only uses one of these):

1. Fixed Completion date (DT) - VDOT only uses Fixed Completion date (DT)

2. Available days (AD) – Do not use

3. Calendar days (CD) – Cost Plus Time bidding information is also entered at the proposal time level

but is only used for the calendar days. Do not use.

To add Time to a Proposal perform the following steps:

1. Open the Proposal

2. Click the Time tab.

3. Click the New button.

4. Fill in fields as described in the next section.

5. Click Save.

Figure 7 – Adding Time to the Proposal (Fixed Completion Date)

Spell out the completion date

Always 00

Always DT

Always Checked


Time Field Descriptions

Site Number: Required. This value will always equal 00.

Time Description: Required. Write/Spell out the completion date to match the Completion Date Field.

Example: January 1, 2030

Type of Days: Required. From the drop-down menu, select either DT (Fixed Completion Date DT)

Number of Time Units: Not used. If CD was chosen for the Type of Days, this field becomes required.

Time Units: Not used. If CD was chosen for the Type of Days, this field becomes required. Hours or

Days.

Main Proposal Time: Should always be checked

Completion Date: Enter the Completion Date in MM/DD/YYYY format or select the date from the

calendar icon.

Liquidated Damages Rate: The amount to be charged, in whole dollars, for each time unit (hours or

days) that a contractor exceeds the allowed time for a contract. If you enter a value in this field, you

must also enter a value in the Liquidated Damages Unit of Time field. Default is 0.

Liquidated Damages Unit of Time: The time used for liquidated damages on a contract. Valid values

are Hours or Days. Default is Days

Road User Cost Per Day: The field is used by Construction Division only. A value entered in this field

indicates the Site is a Cost Plus Time Site. Enter the cost per day value (whole number; no dollar

sign) to determine the low bidder in a Cost Plus Time bid. A value can only be entered in this field

if the selection in the Type of Days field is CD. The value is the cost per day (dollar amount) of

the inconvenience of the construction. Leave blank.

Maximum Time: A maximum amount of time a vendor may bid on this proposal. Leave blank. Leave

blank.

Minimum Time: A minimum amount of time a vendor may bid on this proposal. Leave blank.

Special Provisions Tab: Not in use by VDOT.


10.4 Setting Proposal Workflow

A proposal’s workflow is an important setting to move the proposal through the phases of the letting. Workflow

fields should never be left blank. It’s important to remember that you should never move the workflow

backwards, they should only move forward in the list on the next page.

Click in the workflow field and select VDOT WORKFLOW PROJECT-PROPOSAL-CONTRACT and

click in the WorkflowPhase field and select PROPOSAL DEFINITION PHASE. Once these are selected

click the Save button.

NOTE: Once a project(s) is associated to a Proposal, the workflow setting in the Proposal controls the

workflow of the projects.

Figure 8 – Proposal Workflow










ADMIN Role Only








10.5 Specifying Section and Line Numbers

When you create a proposal that consists of one or more project(s), sections need to be generated which assigns

proposal line numbers, Preconstruction then combines the projects and project items in the following way:

o If you have selected the Combine With Like Items checkbox in the Project item, each item will appear

once because Preconstruction combines them into single proposal line items, even if they are in different

categories or projects. Bidders can then bid on a single item. In order for non-standard items to combine,

the Description (Non-std) and Spec Book (Non-std) information must be exactly the same.

o If you have not selected the Combine With Like Items checkbox, that item will not be combined.

o Because bidders will not bid on non-bid items (you select the Non-Bid checkbox on the project item),

non-bid items will be omitted from the proposal report.

o After Preconstruction combines like items, it assigns unique proposal line numbers, then updates every

database item record to reflect the proposal line item number to which the record now belongs.


10.5.1 Add a Proposal Section

The Proposal Sections and Items component allows you to organize the items in the proposal into sections and

to generate proposal line numbers. Each proposal must have at least one (1) section and they can be created

manually or automatically. The Section number should always be 4 digits.

9.5.1.1 Generating Sections Automatically (Recommended Method)

When you generate proposal sections automatically, all of the proposal items are assigned to sections. You do

not need to use the Assign Items to Sections command unless you want to review or make changes to the

assignments. If you add new items to one of the projects in the proposal after you automatically generate

sections, you can use the Auto Generate Sections command again to assign the new items to a section.

To Generate Sections Automatically perform the following steps:

1. Click the Sections and Items quick link.

2. Click the Component Actions button on the blue component bar.

3. Select Auto Generate Sections.

4. Section ID should be 0001 (4 digits).

Figure 9 – Auto Generate Sections

Should always be 4 digits


10.5.1.2 Adding a Section Manually (Less Common Method)

Click the New button and fill in the fields Section ID with 0001 and a Description of ALL BID ITEMS, check

the Base check box. Click the Save button. A Save Complete message will appear.

Figure 10 – Adding a Section Manually

10.5.2 Assigning Items to the Section

The next step is to Assign Items to the Section you just created. Click the Proposal Actions Button and select

Assign Items to Sections from the list.

Figure 11 – Assign Items to Sections


This will open the Assign Items to Sections page. You will have this screen for each project associated to the

proposal. Be sure to assign all items and all categories for each project by selecting the drop down or the blue

arrow buttons to page through the projects. To assign all project items to the section, select the A button beside

All Project Items and click the Save button.

Note: the Assignment of items should always include all the categories (Bid and Non-bid). This allows the non-

bid categories and items to appear on the Final Proposal detail estimate after bid letting.

Figure 12 – Assign all Project Items to Section

Each Project has its own page, Ensure all projects are assigned to the Section


10.6 Copying a Proposal

If you are setting up a new proposal that is similar to another proposal already saved in the database, you can

copy the existing proposal and assign it a new proposal ID. You can then make any minor changes required for

the new proposal. Preconstruction has two methods:

• Copy (no associated projects)

• Copy Proposal and Project

Note: Proposals/Projects that are Rejected and then re-advertisement shall be copied and a version letter is added

to the end of the Project name, Proposal name and Contract ID. EG: C0000101289M01B

10.6.1 Copy a Proposal (no associated Projects)

To copy a proposal, find the proposal you wish to copy on the Proposal Overview Screen. Select the proposal

row Actions menu and click Copy from the list.

Preconstruction displays the Copy Proposal window. Enter a new Proposal ID in the field. The Proposal ID

cannot be the same as a Proposal that is already in the database.

Figure 13 – Copy a Proposal

Click the Copy button once you have entered a new proposal ID. A Saved Complete message will display and

you will be taken to the new proposal General Tab. Note that no projects are associated to the new proposal.

Enter new Proposal ID


10.6.2 Copy Proposal and Project(s)

To copy a Proposal and Projects perform the following steps.

1. From the Proposal overview screen, enter the UPC in the search box.

2. Select the row action button of the Proposal you wish to copy.

3. Select Copy Proposal and Project.

4. Enter the new Proposal name in the New Proposal ID field.

5. Click the Right arrow to go to the next page.

6. Click all the projects in the list that you wish to include in the Proposal.

7. Click the Right arrow to go to the next page.

8. Enter the New Project ID’s (same order from the previous screen)

9. Click the Copy Proposal button.

Figure 14 – Copy a Proposal and Project


Copy Proposal and Project(s) Continued

Figure 15 – Copy a Proposal and Project

Click Projects in list

Add Project name(s) in the same order from previous screen


10.7 Deleting a Proposal

When the occasion to delete a proposal occurs, it is important to remember a proposal record contains several

levels of associated information, deleting a proposal can have serious consequences. Projects are associated

(linked) to a proposal and Projects MUST BE REMOVED FROM THE PROPOSAL BEFORE DELETING

THE PROPOSAL. Please use Extreme Caution when deleting a Proposal!

There are two options to delete a Proposal

1. Delete Proposal

2. Delete Including Project

10.7.1 Delete a Proposal (with no Project(s) associated)

To delete a proposal, find the proposal you wish to delete on the Proposal Overview Screen. Select the proposal

row Actions menu and click DELETE from the list. An additional screen appears, select Delete only the

Proposal. Note: this process does not have an UNDO option so please use caution when deleting!

Figure 16 – Delete a Proposal


10.7.2 Delete a Proposal Including Project(s)

To delete a proposal, find the proposal you wish to delete on the Proposal Overview Screen. Select the

proposal row Actions menu and click Delete Including Projects from the list. An additional screen appears,

select Delete only the Proposal. Note: this process does not have an UNDO option so please use caution when

deleting!

Figure 17 – Delete Proposal and its associated Projects

Caution! Did you remove the Projects?

Once clicked, deletion occurs

There is no Undo


10.8 Generating Bid-Based Prices for Proposal

The Price Proposal Items component allows you to change the estimated unit price for any proposal item.

If you are on the Proposal General Tab, click the Item Pricing quick link at the top of the page.

This opens the Price Proposal Items screen where you can see all items that are associated to the proposal. You

can click any Actions button to generate a price based on historical bids or you can manually change the price of

a single item. You can also generate bid-based prices for all items in the proposal or all items in a section at once.

Figure 18 – Price Proposal Items Screen

To manually change the price of a proposal item, click in the Price field, and type the new price. Notice that a

lock is displayed in the Price field. If the lock is closed you cannot change the price until you unlock the

item and save the estimate. When you modify a proposal item price and save your change, several updates take

place:

The system sets the Est Type field for that item to Ad Hoc.

The new price, estimation type, and pricing comments are automatically updated in the associated project

items.

The extended amount is recalculated for the proposal item and the associated project items.

The total price for the proposal is updated and for the associated projects.

Note: Once the Proposal has been advertised (and Proposal set to Advertisement phase) prices may only be

changed with an Open addendum.

Expand Section


10.9 Generating the Proposal Price Schedule (aka Schedule of Items or SOI) Report

The Proposal Price Schedule report has the options to display the Proposal Cover Page, Schedule of Items,

Proposal Estimate, DBE Interest Report, Fuel Sheet, Steel Sheet, Major Items, and Merge Data Sheet.

From the Proposal Overview Screen, search for your proposal. Click the row Actions button for the proposal and

select Proposal Price Schedule VDOT..

Figure 19 – Proposal Overview Screen


From the Generate Report menu, click the appropriate check boxes then click the Execute button.

Figure 20 – Generate Proposal Price Schedule Screen

A new browser tab will open with the report and you can save the report as a pdf. Note that the report is not

stored in the system. If you do not save the report before you close the browser, you will not be able to view it

again unless you regenerate the report.

Figure 21 – Price Proposal Schedule Screen


10.10 Assigning Wage Decisions

The Proposal Wage Decision Overview component provides access to all the wage decisions that are currently

associated with the proposal. Wage decisions are not associated directly with the proposal, but rather with the

projects in the proposal. To access the Proposal Wage Decision Overview component, click the Wage

Decisions Quick link on the Proposal Summary component. Click the button Select Wage Decisions to assign

wage decisions to the project. Search for the wage decision you will add to the project and then select it from

the list. A green check will display beside the decision. Select Add to Project and then Save.

Figure 22– Proposal Wage Decision Overview

If this is “Yes” Wage decisions must be added

Click Current year in list


10.11 Proposal Addendums

After a proposal has been advertised, subsequent changes to proposal information that affect contractor bidding

(such as proposal times, items, or special provisions) must be tracked and distributed (revisions are posted to

CADD/Bid-X) to the proposal vendors (Contractors) to make them aware of the changes from the original

advertisement. Once a proposal Workflow has been set to Advertisement phase, the system locks the proposal

from updating from the project(s) level.

This is accomplished by adding addenda to the proposal. Before you can add an addendum to a proposal, the

proposal must be changed to the Addenda Workflow phase.

WORD OF CAUTION: Do not Auto Generate Sections while in an Open Addendum!!

From the Proposal General Tab, select the Addenda quick link. This opens the Addendum Summary page.

Select the New button and complete the Description and Comments fields. Click the Save button. This

automatically opens the newly created addendum.

Figure 23 – Addendum Summary Screen


10.11.1 Adding Items in Addendum Phase

If you wish to add an item, you must determine the appropriate Proposal Item Line Number so that the new

item is inserted (numerically by the item code number) in the correct line on the Proposal Price Schedule (aka

Schedule of Items or SOI).

This is accomplished by using the Proposal Price Schedule report to find the correct Proposal line number. Here

is an example:

Figure 24 – Adding Items after Advertisement


Step 1: To add a new item, open the appropriate project within the Proposal, click the Project Categories and

Items tab, click the Items tab then click the New button. Enter all the required fields, including the Proposal

Item Line Number field. Click Save. Please don’t forget to assign the new item to a funding package by

selecting the Funding: Assign to items quick link.

Step 2: The new item(s) must be added to an existing fund package within the project. See Chapter 6 (section

6.2.2) for details.

Step 3: Assign the new item(s) to the Proposal section. Otherwise they will not appear on the Proposal detail

estimate report. See Section 9.6.1.3

Figure 25 – Adding Project Items Screen


Step 4: Close and Approve the Addendum

Once you have completed all the necessary corrections, the next step is to Close and then Approve the

Addendum.

Step 2 - Approve

Step 1 - Close


10.12 Lessons Learned – Common Proposal Errors

10.12.1 Ensure these items are in the correct Category, marked as non-bid and have a quantity of 1.

Category 3001- CEI Lump Sum Use item code 25580 Construction Engineering

Category 3002- Contract Requirements Use item code 25585 Contract Requirements

Category 3003- Contingency Lump Sum Use item code 25590 Contingency

Excerpt from Chapter 4 of this manual


10.12.1 Check to make sure there are no non-bid items in the regular bid items category. Preliminary Project Detail Estimate Report will generate an error if a TEC item is in a regular bid item category

10.12.2 Check is to ensure there are no “N” flags column in the Preliminary Project Detail Estimate Report.


10.12.4 Ensure all items are assigned to the Proposal Section

The Auto Generate Sections button will automatically create a section for each category on the projects.

Multiple sections should only be used when creating a proposal with Additives and/or Alternates.

10.12.5 Ensure all projects associated to the prime are associated to the proposal and name the Proposal after the controlling project.

Error – All “A”’s

Should be filled

in

‘s s


10.12.6 To fix unit prices displaying on the Schedule of Items (SOI)

You will have to select the Project item from the Categories and Items link and remove the Bid requirement

code and replace it with a null value.

Bid Requirement

code field should

be blank

‘s s


10.12.7 Make sure the Project has a Road Segment with a Route and Road System.

No road segment creates issues with the Ballot report.


APPENDIX A – PROJECT ID (PCN) NUMBER

The format of the Project ID for various types of projects is as follows:

A.1 Projects with UPC Numbers

The 13-character Project ID (PCN) is composed of the following:

Position Explanation

1-10 = UPC (iPM) Number, with leading zeroes

11 = Type of Project: (LETTER MUST BE CAPITALIZED)

B – Bridge

C – L&D (Construction or Road designs)

D – Drainage Structures over 20’ in length

H – Hydraulics

L – Environmental

R – Right of Way

S – SAAP (Special Advertisement and Award Process)

T – Traffic Engineering

U – Utilities

X – Maintenance (Regular Project using Maintenance Funds)

N – No Plan

M – Minimum Plan

12-13 = For Constr., Bridge, etc. The last two digits of the fourth part of the state project number,

following the C, B, R, etc.

(Ex: for C503 project, enter 03 in positions 12 & 13

for B622 project, enter 22 in positions 12 & 13)

EXAMPLES of Project ID (PCN):

0000008216C01 (C501 project for UPC# 8216)

0000015492B01 (B601 project for UPC# 15492)

0000010679N01 (N501 project for UPC # 10679)

0000106515R01 (R201 project for UPC# 106515)

0000100625M01 (M501 project for UPC# 100625)

0000108104D44 (D644 project for UPC# 108104)

0000108897S01 (N501 project for UPC# 108897)

Note: all Letters in these ID’s are CAPITALIZED !


A.2 Maintenance Projects

The 13-character Project ID is composed of the following:


1 = M (for Maintenance-funded)

2 = 1 – Bristol

2 – Salem

3 – Lynchburg

4 – Richmond

5 – Hampton Roads

6 – Fredericksburg

7 – Culpeper

8 – Staunton

9 – Northern Virginia

3-4 = Year EX. 16 or 17

5-6 = Project Type = (LETTER MUST BE CAPITALIZED)

ST – Surface Treatment

SS – Slurry Seal

LM – Latex Modified

PM – Plant Mix

7 = Schedule Letter – A, B, C, etc. (LETTER MUST BE CAPITALIZED)

8-13 = 6 Digit Unique UPC

A unique UPC is set up for each county, for each system. The District Maintenance Engineer will assist in

determining the Project ID for your project.

Examples of Project ID for Maintenance Projects:

CM218STA111166

SS8A800111612

M0M117SS110871

LM8C800110684

M615LMA107318

M115PMD106385

M415SSA107434

M215STA107156

Note: all letters must be CAPITALIZED !


A.3 District Originated or Urban Projects (Non-IPM Projects)

The 13-character Project ID is composed of the following:


1-2 = BR – Bristol

SA – Salem

LY – Lynchburg

RC – Richmond

SU – Hampton Roads

FR – Fredericksburg

CU – Culpeper

ST – Staunton

NV – Northern Virginia

UR – Urban

3-13 = Assigned by Districts or Local Assistance Division

A.4 Prime Project ID and Proposal & Contract ID

Both the Prime Project ID and the Proposal/Contract ID begin with a C and end with the Project ID of the largest

project. The Proposal ID and Contract ID should always be the same. The Prime and the Proposal/Contract ID

are typically 14 digits.

Example 1: Projects ID’s are: 0000003942C01

0000003942B01

0000003942B02

Prime Project = C00000003942C01

Proposal/Contract ID = C00000003942C01


Example 2: Project ID is: M615LMA107318

Prime Project = CM615LMA0107318

Proposal/Contract ID = CM615LMA0107318

Note: The C is added to the Project ID, it does not replace the first digit.



APPENDIX B – ITEM CODE INDEX

GRADING ITEMS ..................................................................................................... 00001-00499

Mobilization, Earthwork, Concrete Masonry, Clearing & Grubbing, Excavation, Select Material

DRAINAGE ITEMS ................................................................................................... 00500-09999

Water Service Lines (Private), Pipe, Concrete, Drop Inlet, Manhole, Paved Ditch, Bedding Material,

Reinforcing and Structural Steel, Remove Existing Structure

PAVEMENT ITEMS .................................................................................................. 10000-11999

Portland Cement, Calcium Chloride, Sodium Chloride, Base Course Concrete and Reinforcing Steel for

Bridge Approach Slabs

INCIDENTAL ITEMS (Permanent)........................................................................... 12000-13999

Curb & Gutter, Cattle Guard, R/W Monument, Sidewalk, Guardrail, Median Barrier, Retaining Wall,

Median Strip, Fence

MAINTENANCE SCHEDULE ITEMS .................................................................... 14000-19999

Schedule Work, Plant Mix, Service Treatment, Guardrail, Fence, Slurry Seal, Cold Mix

PROTECTIVE ITEMS (Temporary) .......................................................................... 20000-25999

Allaying Dust, Maintenance of Traffic, Demolition of Pavement, Obscuring Old Road, Field Office, Plant

Lab, Linseed Oil Treatment

EROSION CONTROL ............................................................................................... 26000-27999

Riprap, Bedding Material, Topsoil, Seeding, Mowing

PLANTING ITEMS.................................................................................................... 28000-39999

UTILITY ITEMS WATERMAIN .............................................................................. 40000-41999

SANITARY SEWER .................................................................................................. 42000-49999

TRAFFIC CONTROL & SAFETY ITEMS

TRAFFIC SIGNS.................................................................................................. 50000-50999

TRAFFIC SIGNALIZATION .............................................................................. 51000-53999

PAVEMENT MARKING ITEMS ........................................................................ 54000-54999

LIGHTING ITEMS .............................................................................................. 55000-59999

BRIDGE ITEMS

BRIDGE SUPERSTRUCTURE ........................................................................... 60000-63999

BRIDGE SUBSTRUCTURE................................................................................ 64000-66999

BRIDGE INCIDENTALS .................................................................................... 67000-67999

STRUCTURAL WIDENING OR REPAIR

SUPERSTRUCTURE ........................................................................................... 68000-68999

SUBSTRUCTURE ............................................................................................... 69000-69999

RIGHT OF WAY ITEMS ........................................................................................... 70000-72000

CONTRACT ADJUSTMENTS (RESTRICTED TO POST-AWARD ONLY) ........ 80000-99999

--------------------------------------------------------------------------------------------------------------------- Common Item Codes:

LUMP SUM CONSTRUCTION ENGINEERING………………………………….25580

Must be used in Category 3001 only

LUMP SUM CONTRACT REQUIREMENTS…………………..…………………25585

Must be used in Category 3002 only

LUMP SUM CONTRACT CONTINGENCY…………………....…………………25590

Must be used in Category 3003


APPENDIX C –COUNTY - DISTRICT - RESIDENCY CONVERSION CHART See Chapter-1C of the Road Design Manual

http://www.virginiadot.org/business/locdes/rdmanual-index.asp

APPENDIX D – CONVERSION CHART (CITY)

See Chapter-1C of the Road Design Manual





APPENDIX E – PROJECT WORK TYPES

CODE DESCRIPTION

BDO BRIDGE DECK OVERLAY

BDR BRIDGE DECK REPLACEMENT

BN BRIDGE NEW

BWR BRIDGE WIDENING & REPAIR

CBC CONSTRUCTION NEW BOX CULVERT

CDA CONSTRUCTION DEMOLITION/ABATEMENT

CITS CONSTRUCTION DEMOLITION/ABATEMENT

CNA CONSTRUCTION NEW ALIGNMENT

CTL CONSTRUCTION NEW TURN LANES

CUE CONSTRUCTION UPGRADE EXISTING LANES

CW CONSTRUCTION WIDENING (ADDING LANES)

CWM CONSTRUCTION WETLAND MITIGATION/LANDSCAP

MAR MAINT ASPHALT PLANT MIX RESURFACING

MBD MAINTENANCE BR SUPERST REPAIR/ REHAB

MBSB MAINTENANCE BR SUBSTRUCTURE REPAIR/REHAB

MG MAINTENANCE GUARDRAIL

MPAR MAINTENANCE PAVEMENT REPAIRS

MPIR MAINTENANCE PIPE REHABILITATION

MPM MAINTENANCE PAVEMENT MARKING

MRWF MAINTENANCE RIGHT OF WAY FENCING

MSCG MAINTENANCE SIDEWALK/CURB & GUTTER

MSIG MAINENANCE SIGNAGE

MSIN MAINTENANCE SIGNALS

MSR MAINTENANCE SLOPE REPAIR

MSS MAINTENANCE SLURRY SEAL

MST MAINTENANCE SURFACE TREATMENT


APPENDIX F – FHWA Type Codes

CODE NAME

01 NEW CONSTRUCTION ROADWAY

03 4R - RECONSTRUCTION- ADDED CAPACITY

04 4R - RECONSTRUCTION-NO ADDED CAPACITY

05 4R - SYSTEM PRESERVATION - RESURFAC

06 4R - RESTORATION & REHABILITATION

07 4R - RELOCATION

08 BRIDGE - NEW CONSTRUCTION

10 BRIDGE - REPLACEMENT-ADDED CAPACITY

11 BRIDGE - REPLACE-NO ADDED CAPACITY

13 BRIDGE - REHAB-ADDED CAPACITY

14 BRIDGE-REHAB-NO ADDED CAPACITY

15 PRELIMINARY ENGINEERING

16 RIGHT OF WAY

17 CONSTRUCTION ENGINEERING

18 PLANNING

19 RESEARCH

20 ENVIRONMENTAL ONLY

21 SAFETY

22 SAFETY - RAIL/HWY CROSSING

23 TRANSIT

24 TRAFFIC MANAGEMENT/ENGINEERING-HOV

25 VEHICLE WEIGHT ENFORCEMENT PROGRAM

26 FERRY BOATS

27 ADMINISTRATION

28 OTHER-FACILITIES FOR PEDS/BIKES

29 OTHER-ACQUISITION OF SCENIC/HISTORY

30 OTHER-SCENIC OR HISTORIC HWY PROGRAM

31 OTHER-LANDSCAPE/SCENIC BEAUTIFY

32 OTHER-HISTORIC PRESERVATION

33 OTHER-REHAB/OPER OF HISTORIC BLDG

34 OTHER-PRESERVATION OF ABANDONED RWY

35 OTHER-CTRL/REMOVAL OUTDOOR ADVERTISE

36 OTHER-ARCHAEOLOGICAL PLAN/RESEARCH

37 OTHER-MITIGATION OF WATER POLLUTION

38 OTHER-SAFETY AND ED FOR PED/BIKE

39 OTHER-ESTABLISHMENT TRANS MUSEUMS

40 OTHER-SPECIAL BRIDGE

41 OTHER-YOUTH CONSERVATION/SERVICE

42 OTHER-TRAINING

43 OTHER-UTILITIES

44 OTHER-OTHER

45 DEBT SERVICE

47 BRIDGE PRESERVATION

48 BRIDGE PROTECTION

49 BRIDGE INSPECTION AND RELATED TRAINING

50 NEW TUNNEL

51 TUNNEL REPLACEMENT

52 TUNNEL REHABILITATION

53 TUNNEL PRESERVATION

54 TUNNEL PROTECTION

55 TUNNEL INSPECTION AND RELATED TRAINING

56 OTHER ASSET INSPECTIONS


FHWA Type Code Descriptions

CODE NAME DESCRIPTION

01 New Construction

Construction of a new roadway that will not replace an

existing roadway. A new roadway will provide: (1) a

roadway where none existing, or (2) an additional and

alternate roadway to an existing roadway will remain open

and continue to serve through traffic.

03-4R Reconstruction, Added Capacity

Construction on approximate alignment of an existing route

where the old pavement structure is substantially removed

and replaced. Such reconstruction includes widening to

provide continuous additional through lane(s), or adding, or

revising interchanges, replacing other highway elements

such as a grade separation to replace an existing grade

intersection. Also included, where necessary, are other

incidental improvements such as drainage and shoulder

improvements.

04-4R Reconstruction, No added Capacity

Widening the lanes and/or shoulders of an existing roadway

without adding through lanes. This may include

reconstructing the existing pavement and other incidental

improvements such as shoulder and drainage improvements.

05-4R Resurfacing

Placement of additional surface material over the existing

roadway to improve serviceability or to provide additional

strength. There may be some upgrading of unsafe features

and other incidental work in conjunction with resurfacing.

Where surfacing is constructed by a separate project as a

final stage of construction, the type of improvement should

be the same as that of the preceding stage B new route,

relocation, reconstruction, minor widening, etc.

06-4R Restoration and Rehabilitation

Work required to return existing pavement (including

shoulders) to a condition of adequate structural support or to

a condition adequate for placement of an additional stage of

construction. There may be some upgrading of unsafe

features or other incidental work in conjunction with the

restoration and rehabilitation. Typical improvements would

include replacing spalled or malfunctioning joints;

substantial pavement stabilization prior to resurfacing;

grinding/grooving of rigid pavements; replacing deteriorated

materials; reworking or strengthening bases or sub-bases,

and adding under-drains.

07-4R Relocation

Construction of a roadway at a new location that replaces an

existing roadway. The new roadway carries all the through

traffic with the previous facility closed or retained as a land–

service road only.

08 New Bridge

Construction of a new bridge that does not replace or

relocate an existing bridge.


*Projects using these Improvement Codes must report a National Bridge Inventory (NBI) Structure Number.


*10 Bridge Replacement

Total replacement of a bridge with a new structure. The use

of this code requires the reporting of the National Bridge

Inventory (NBI) structure number in the "Bridge Number"

data field.

*13 Bridge Rehabilitation

Major work required to restore the structural integrity of

bridge as well as work necessary to correct major safety

defects. If HBRRP funds are involved, the use of this code

requires the reporting of the National Bridge Inventory (NBI)

structure number in the "Bridge Number" data field.

**15 Preliminary Engineering

For the preparation of plans, specifications, and estimates

(PS&E), traffic, and related studies including field

inspections, surveys material testing and borings.

16 Right of Way

For purchase of land, improvements and easements, in

addition to the cost of moving and relocating buildings,

businesses, and persons.

**17 Construction Engineering

Oversight of construction of roadways, structures, and traffic

service facilities including additional design work after

construction project is let.



**Transportation Enhancement Projects (Program Codes with fund source 33B0, Q220) must use these

Improvement Codes.


18 Planning For Planning related purposes.

19 Research For Research related purposes.

20 Environmental Only

For improvements that do not provide any increase in the

level of service, in the condition of the facility or in safety

features. Typical improvements, which would fall in this

category, would be noise barriers, beautification and other

environmentally related features not built as a part of any

other improvement type. If environmental mitigation is

needed as the result of a bridge project, and it is confined to

the reasonable touchdown and the bridge itself, then it is

allowable with HBRRP funds. Outside the reasonable

touchdown would not be considered eligible.

21 Safety

For projects or a significant portion of a project that provides

features or devices to enhance safety. For example,

expenditures on projects designed to improve the safety of

at-grade railroad crossings or for the construction of facilities

dedicated to the enforcement of vehicle weight regulations.

22 Rail/Highway Crossing

Improvements to crossing warning Protective Devices such

as signs, markings, and cross bucks; flashing light

additions/improvements; and improvements to track

circuitry.

23 Transit For transit and transit-related purposes.

24 Traffic Management/Engineering – HOV

Traffic operation improvements that are designed to reduce

traffic congestion and to facilitate the flow of traffic, both

people and vehicles, on existing systems, or to conserve

motor fuels. Include automated toll collection equipment,

road and bridge surveillance and control systems, etc.

25 Vehicle Weight Enforcement Program Vehicle Weight Enforcement Program

26 Ferry Boats Ferry Boats

27 Administration Administration for National Recreational Trails Projects,

Commercial Vehicles, and other similar projects.

**28 Facilities for Pedestrians and Bicycles

For independent projects (not part of any other Federal-aid

Highway project) to construct a facility to accommodate

bicycle transportation and pedestrians.

**29 Acquisition of Scenic Easements and

Scenic or Historic Sites

For projects consisting of easement and fee-simple purchase

of sites of historic significance and/or considered worthy of

preserving due their scenic qualities within the view shed of

a transportation facility.

**30 Scenic or Historic Highway Programs

For projects consisting of scenic highway program and

implementation activities not included in safety and other

related improvements.



Improvement Codes.


**31

Landscaping and Other Scenic

Beautification

For projects involving landscaping and other scenic

beautification through planting and related work. This

includes vegetation management to assure the sustainability

of landscape areas.

**32 Historic Preservation

For projects consisting of purchasing and

restoring/rehabilitating a building, structure, or facility (other

than transportation buildings, structures and facilities) that is

directly related to the transportation system.

**33

Rehabilitation and Operation of Historic

Transportation Buildings, Structures, or

Facilities

For projects consisting of purchasing and

restoring/rehabilitating, and/or operating transportation

buildings, structures, or facilities considered to be of historic

significance.

**34

Preservation of Abandoned Railway

Corridors

For projects to preserve an abandoned railway corridor. It is

expected that most of these projects will accommodate

bicycle and pedestrian use. This code may be used for any

railway corridor conversion project including those used by

equestrians, skaters, and skiers. Not to be used for National

Recreational Trails projects.

**35

Control and Removal of Outdoor

Advertising

For projects to purchase outdoor advertising for permanent

removal, to remove illegal outdoor advertising, or to develop

an outdoor advertising control plan.

**36 Archeological Planning and Research

For projects involving the identification, evaluation,

planning, and/or research of historic or archeological

planning and research under Transportation Enhancements.

**37

Mitigation of Water Pollution due to

Highway Runoff

**38

Safety and Education for

Pedestrians/Bicyclists

**39 Establishment of Transportation Museums

**40 Special Bridge

This category includes bridge inventory, inspection and

classification and other special bridge projects, such as load

posting, not covered by another type of improvement code

**41 Youth Conservation Service

42 Training Training, Supportive Services; TRAC; On the Job Training

43 Utilities Utilities

44 Other Miscellaneous work such as National Recreational Trails

construction, noise barriers, etc.

45 Debt Service

Interest payments and retirement of principal under an

eligible bond issue (including capitalized interest) and any

other cost incidental to the sale of an eligible bond issue

(including issuance costs, insurance or other credit

enhancement fees, and other bond-related costs as

determined).




Improvement Codes.

BRIDGE IMPROVEMENT TYPES

Code Name Structure Number

Required?

Definition

Highway Bridge Program Funds MAP-21 Funds

40 Special Bridge No

Includes bridge inventory, inspection and classification and other special bridge projects, such as load posting, not covered by another type of improvement code. Also includes application of calcium magnesium acetate, sodium acetate/formate, or other environmentally acceptable, minimally corrosive ant-icing and deicing compositions.

Includes low water crossing replacement, application of calcium magnesium acetate, sodium acetate/formate, or other environmentally acceptable, minimally corrosive anti-icing and deicing compositions, and other eligible bridge projects not covered by another type of improvement code.

47 Bridge Preservation

Yes

Preventative Maintenance activities that are a cost effective means of extending the service life of a bridge.

Activities that prevent, delay, or reduce deterioration of bridges or bridge elements, restore the function of existing bridges, keep bridges in good condition and extend their life.

48 Bridge Protection

Yes Not Applicable

Includes scour countermeasures, seismic retrofits, impact protection measures, security countermeasures, and protection against extreme events.

49 Bridge Inspection and Related Training

No Not Applicable

Bridge inspection and evaluation activities, including in-depth and special inspections. Bridge inspection related training.


TUNNEL IMPROVEMENT TYPES


Required? MAP-21 Funds

50 New Tunnel No

Construction of a new tunnel that does not replace or relocate an existing tunnel.

51 Tunnel Replacement Yes

Total replacement of a tunnel with a new structure constructed with additional lanes in the same general traffic corridor.

52 Tunnel Rehabilitation Yes

For the work required to restore structural integrity of a tunnel, as well as, work necessary to correct major safety defects.

53 Tunnel Preservation Yes

Activities that prevent, delay, or reduce deterioration of tunnels or tunnel elements, restore the function of existing tunnels, keep tunnels in good condition and extend their life.

54 Tunnel Protection Yes

Includes impact protection measures, security countermeasures, and protection against extreme events.

55 Tunnel Inspection and Related Training

No

Tunnel inspection and evaluation, including in-depth and other special inspections. Tunnel inspection training.


OTHER ASSETS IMPROVEMENT TYPES

(Including Signs, Earth Walls, & Drainage)


Required? MAP-21 Funds

56 Other Asset Inspections

No

Inspection and evaluation of infrastructure assets other than bridge or tunnels, including signs and sign-structures, earth retaining walls and drainage structures. Inspection related training for signs and sign-structure, earth retaining walls and drainage structures.


APPENDIX G – FEDERAL WORK CODES

CODE DESCRIPTION

ALT Alternates

BRAL Bridge Alterations

BRRP Bridge Replacement

DEMO Demolition

DSSR Deck Superstructure Replacement

ENVR Environmental

GENL General

MABR Major Bridge Rehabilitation

MAWD Major Widening

MCON Minor Construction - City

MIBR Minor Bridge Rehabilitation

MIWD Minor Widening

NCON New Construction

NCST New Construction-Surface Treatment

NONE No Supplemental Code

NWBR New Bridge

PREL Preliminary Studies Only

R&B Roadway & Bridge

RCST Reconstruction/Resurfacing

RDWY Roadway

RECS Reconstruction

RELC Relocation

RPRS Deck Super/Substructure Repairs

RSRF Resurfacing

RSRH Restoration & Rehabilitation

SAFT Safety/Traffic/TMS


APPENDIX H – PROGRESS SCHEDULE CATEGORY

Projects undertaken by VDOT vary in size, complexity, and risk; therefore, a one-size fits all approach to project

management is unsuitable. Hence, a project ranking system has been defined to group projects by category based

primarily on level of complexity and risk. The categorization of projects allows for a statewide consistent approach to scheduling and to ensure that the appropriate scheduling provision is applied. This is necessary to ensure that the

appropriate level of scheduling efforts needed to establish and maintain schedule control on the project is applied.

Category

M

Category

I

Category

III

Category

IV

Category

V

Category

II

LEVEL OF COMPLEXITY AND RISK

Maintenance

Projects

Simple Construction

ProjectsSlightly Complex

Construction

Projects

Moderately Complex

Construction

Projects

Complex

Construction

Projects

Very Costly Complex

Construction Projects

(Mega Projects)

Very

LowLow Low - Med Med High

Very

High

Project Category – Level of Complexity and Risk

The VDOT project ranking system consists of six categories representing varying levels of complexity and risk ranging

from very low to very high. Category M is the lowest, which represents typical maintenance projects and schedule type work. Categories I through V represent typical construction projects ranging from simple to very complex.

Characteristics of each project category are described as follows:

1. Category M – Category M is the lowest level of the project ranking system, which represents typical maintenance

contracts and seasonal schedule type work of very low complexity and risk. For such projects, specific timeframes for accomplishing the work is not a major constraint. Generally, a full construction season is given to allow for

flexibility in planning and scheduling the Work. Therefore, Category M projects do not require the level of scheduling efforts typically needed for construction projects.

A. Criteria for Category M Projects – Category M projects must generally meet the following criteria:

i) Typical seasonal maintenance and schedule type work generally with contract duration of one construction season or less (Time is not a major constraint); or

ii) Simple repairs or straight-forward maintenance work; and

iii) Minimal traffic impact or limitations to the Work; and

iv) No involvement with other major construction or improvement projects.


B. Examples of Category M Projects – The following are typical Category M projects:

Pavement schedules (Asphalt overlay, surface treatments & slurry seals);

Bridge joint repairs;

Bridge painting (minimum traffic impact);

Guardrail improvements;

Curb and gutter repair/replacement;

Raised pavement marker installation, lens replacement;

Pavement marking schedules;

Minor Bridge repair (District wide, minor miscellaneous);

Rumble strip installation;

Slope slide repair, scour repair;

Ground mounted sign maintenance/replacement;

Incidental concrete repair;

Pipe culvert rehabilitation;

Bridge cleaning;

Retaining wall/ Sound wall repair;

Signal maintenance & repair (District wide).

C. Category M Scheduling Requirements – Category M scheduling requirements are based on the basic

scheduling information necessary for the Department to coordinate all work required to complete the Contract

and to communicate with the public. The schedule information will also be used to plan for and manage the Department’s cash flow, resources, and traffic. The Category M Schedule of Operations submission

requirements are as follows:

i) An Initial Plan of Operations in the form of a written narrative to provide a description of the overall plan and intended sequence of progress.

ii) An Initial Schedule of Operations showing in a tabular format, the period of time within which work at each location, route, or segment of Work as delineated in the contract will be accomplished. A bar-

chart or CPM schedule may be substituted, at the contractor’s option.

iii) Every week, on a day agreed to by the Contractor and the Engineer, the Contractor is required to

provide a Two-week Look-ahead (TWLA) schedule to show the detailed schedule of work planned for the following two weeks. The TWLA schedule may be provided in a tabular or bar-chart format.


2. Category I – Category I is the lowest level of the project ranking system for typical construction projects, which represents small, simple, low risk, and short duration construction projects. Such projects involve limited and straight-forward operations with limited project constraints and minimal or no traffic impact.

A. Criteria for Category I Projects – Category I projects must generally meet the following criteria:

i) Contract duration of one construction season or less (typically short durations); or

ii) Estimated contract value of $1 million or less; and

iii) Limited items of work; and

iv) Simple operations in familiar and favorable conditions; and

v) Minimal traffic impact or limitations to the Work; and

vi) Does not include utility adjustments or relocations; and

vii) Contract does not contain any Special Provisions for special time-related conditions, such as Interim

Contract Milestones, A+B Bidding, Insensitive/Disincentive, or Lane Rental; and

viii) Project has no major materials delivery restrictions, environmental impacts, delayed right-of-way

acquisitions or access, or other similar constraints and restrictions.

On a case by case basis, certain single-season simple and low risk projects with estimated contract value greater than $1M that generally meet the criteria listed above may qualify as Category I, as determined by

the Area Construction Engineer (ACE);

On a case by case basis, certain Federal Oversight (FO) maintenance projects or time sensitive maintenance

projects with traffic impact may qualify as Category I, as determined by the ACE. Such projects may include concrete pavement repairs or overlay work on major corridors or certain relatively complex time sensitive

maintenance projects that are involved with major construction or improvement projects. In such cases, the ACE should consult with the State Construction Scheduler for concurrence.

B. Examples of Category I Projects – The following are typical Category I projects:

Rural grade, drain, & pave of unpaved roads (may include minor horizontal & vertical alignment

changes and rural rustic projects with drainage work);

Minor bridge deck repair & concrete overlay (may include multiple bridges);

Break, seat, & overlay concrete pavement;

Spot improvements (multiple locations any of: incidental concrete, minor widening, enhanced

pavement marking, & sign installation);

Building demolition in advance of construction projects;

Retaining wall installation or extensive repair;

Minor bridge substructure repairs (with traffic impact);

Bridge painting (multiple locations or with traffic impact);

Minor urban reconstruction & improvement (could include curb & gutter and sidewalks; new or

extended turn lanes);

Surface reclamation, sub-grade stabilization & overlays;

Bridge steel repair (with traffic impact);

Signal installation – Site specific (w/o intersection improvements, no regional on-call installations);


Overhead sign installation & lighting installations (multiple locations & or significant amount of

lighting);

Simple concrete pavement repair and/or asphalt overlay (major corridor, minimum traffic impact).

C. Category I Scheduling Requirements – Category I scheduling requirements are based on the basic scheduling information needed to communicate the Contractor’s work plan and to assess progress of the Work.

The schedule information will also be used to plan for and manage the Department’s resources, expenditures, traffic, as well as to communicate with the general public. The Category I Progress Schedule submission

requirements are as follows:

i) A written Baseline Progress Schedule Narrative describing the contractors initial proposed sequence

and work plan.

ii) A Baseline Progress Schedule showing in a tabular format, the times within which the individual

activities that make up the project will be accomplished. A bar-chart or CPM schedule may be substituted, at the contractor’s option.

iii) A Progress Earnings Schedule (Form C-13C) to show the planned progress for each month in terms of

percent complete. Percent complete is based on cumulative anticipated earnings relative to the total contract value.

iv) A two-week look-ahead schedule due every week to show the detail schedule for work planned for

the following two weeks.

v) A revision of the Baseline Progress Schedule is required when the schedule has been significantly

impacted by a change in the Work or condition or the contractor has deviated significantly from his baseline plan or schedule.


3. Category II – Category II represents slightly complex and relatively small to medium size construction projects that are typically completed in one or two construction seasons. Category II projects typically involve a limited

number of straightforward contiguous, linear, or repetitive operations with typical project constraints and minimal traffic impact. Category II may also include certain multi-season low risk projects with minimal constraints or traffic

impact. Such projects may involve simple repetitive or linear operations performed at multiple locations. They may

also involve typical low risk widening projects in a rural setting, involving a limited number of straightforward contiguous or linear operations.

A. Criteria for Category II Projects – Category II projects must generally meet the following criteria:

i) Contract duration of one construction season or less (may be two construction seasons, but involve

simple linear or repetitive operations); or

ii) Estimated contract value generally less than $3 million; and

iii) Limited number of straightforward contiguous or linear operations; and

iv) Low to medium traffic impact; and

v) Typical conditions and limitations to the work; and

vi) May include minimal utility adjustments; and

vii) Contract does not contain Special Provisions for special time-related conditions, such as Contract

interim milestones, Incentives/Disincentives, A+B bidding, or Lane Rental, etc.; and

viii) Project has no major materials delivery restrictions, environmental impacts, right-of-way acquisitions,

or other similar constraints and restrictions.

On a case by case basis, certain slightly complex and low to medium risk projects with estimated contract value over $3M that generally meet the criteria listed above may qualify as Category II, as determined by the

ACE.

On a case by case basis, certain high-volume Federal Oversight (FO) maintenance projects or relatively

complex maintenance projects that involve multiple items of work, multiple schedule constraints, or significant traffic impact may qualify as Category II, as determined by the ACE. Such projects may include

concrete pavement repairs or overlay work on major corridors or certain relatively complex time sensitive maintenance projects that are involved with major construction or improvement projects. In such cases, the

ACE should consult with the State Construction Scheduler for concurrence.

B. Examples of Category II Projects – The following are typical Category II projects:

Urban grade, drain, & pave projects of low to medium complexity;

Rural new construction or reconstruction grade separation roadway and bridge projects (low to

medium size and complexity);

Complex reconstruction and improvements, including widening and multiple turn lanes that may

include utility adjustments;

Major bridge substructure repairs (with low to medium traffic impact);

Bridge deck replacements, such as multi-span or over railroads;

Major bridge deck repair & concrete overlay (multi-span or over railroads);

Intersection improvements with lighting and/or signal installation;

Bridge & drainage structure replacements (frequently single span with limited approach work);

Major drainage improvements;


Complex concrete pavement repair and/or asphalt overlay (major corridor, significant traffic impact);

Multi-season bridge painting (with low to medium traffic impact).

C. Scheduling Requirements for Category II – As the amount of work, project duration, or level of complexity and associated risks increases, a scheduling tool that can graphically depict the sequence and timing of the

activities in a time-scale format is required to effectively communicate the Contractor’s plan of operations and the intended sequence of progress. The Category II Progress Schedule submission requirements are as follows:

i) A written Baseline Progress Schedule Narrative describing the contractors initial proposed sequence and work plan.

ii) A Baseline Progress Schedule showing in a bar-chart format, the times within which the individual

activities that make up the project will be accomplished. A CPM schedule may be substituted, at the contractor’s option.

iii) A Progress Earnings Schedule (Form C-13C) to show the planned progress for each month in terms of percent complete. Percent complete is based on cumulative anticipated earnings relative to the total

contract value.

iv) A monthly update of the Progress Schedule and Progress Earnings Schedule is required to show the

actual progress and the current plan to complete the remaining work.

v) A revision of the Baseline Progress Schedule is required when the schedule has been significantly impacted by a change in the Work or condition or the contractor has deviated significantly from his

baseline plan or schedule.


4. Category III – Category III represents moderately complex, medium risk, and medium-size projects that are typically completed within two or three construction seasons. Category III projects typically involve a limited number

of concurrent operations with typical project constraints and/or traffic impact. Category III projects may also include certain medium to large size multi-season low risk projects of relative complexity. Such as limited span bridge

widening or interchange projects in a rural setting with typical constraints and minimal traffic impact.

A. Criteria for Category III Projects – Category III projects must generally meet the following criteria:

i) Med-size projects with contract duration generally spanning 2-3 construction seasons; or

ii) Estimated contract value generally between $3M and $10M; and

iii) Limited number of concurrent work-paths; and

iv) Medium limitations to the work and traffic impact; and

v) Limited number of utility adjustments; and

vi) Contract does not contain Special Provisions for special time-related conditions, such as Contract interim milestones, Incentives/Disincentives, A+B bidding, or Lane Rental, etc.; and

vii) Project has no major materials delivery restrictions, environmental impacts, right-of-way acquisitions,


On a case by case basis, certain moderately complex and medium risk projects with estimated contract value

over $10M that generally meet the criteria listed above may qualify as Category III, as determined by the ACE.

On a case by case basis, certain high-volume Federal Oversight (FO) maintenance projects or relatively

complex maintenance projects that involve multiple items of work, multiple schedule constraints, and/or

significant traffic impact may qualify as Category III, as determined by the ACE. Such projects may include major concrete pavement repairs or overlay work on major corridors or certain relatively complex time

sensitive maintenance projects that are involved with major construction or improvement projects. In such cases, the ACE should consult with the State Construction Scheduler for concurrence.

B. Examples of Category III Projects – The following are typical Category III projects:

Intersection improvements, including widening and multiple turn lanes with utilities, lighting and/or

signal installation (with medium complexity and traffic impact);

New roadway/bridge construction or extension projects (medium size, complexity, and traffic

impact);

Bridge deck replacements (multi-span, medium traffic impact);

Bridge & drainage structure replacements (limited span with approach work);

Bridge reconstruction/widening projects (medium size, complexity, and traffic impact).

C. Scheduling Requirements for Category III – As the number of operations or level of complexity and

associated risks grow a scheduling tool that allows for adequate planning and scheduling of multiple concurrent activities with considerations for associated project constraints is needed to execute and control the Work. Such

scheduling method will require that sufficient details and activity relationships are added to establish inter-

dependencies between related activities to form network paths, with which the activities are scheduled. This is necessary to aid the project staff in efficiently planning and managing the Work and available resources. It is

also necessary that the project critical path and the minimum time needed to complete the project are established. The Category III Progress Schedule submission requirements are as follows:


i) A Preliminary Progress Schedule to provide a start-up schedule to execute and monitor the Work for the first sixty (60) calendar days.

ii) A written Baseline Progress Schedule Narrative describing the contractors initial proposed sequence

and work plan.

iii) A Baseline Progress Schedule showing in a CPM format, the times within which the individual

activities that make up the project will be accomplished.

iv) A Baseline Progress Earnings Schedule (Form C-13C) to show the planned progress for each month in terms of percent complete. Percent complete is based on anticipated earnings relative to the total

contract value.

v) A monthly update of the Progress Schedule and Progress Earnings Schedule is required to show the actual progress and the current plan to complete the remaining work.

vi) A revision of the Baseline Progress Schedule is required when the schedule has been significantly impacted by a change in the Work or condition or the contractor has deviated significantly from his



5. Category IV – Category IV represents complex, high risk, and medium to large size projects that are typically completed within three or more construction seasons. Category IV projects typically involve multiple concurrent

operations with substantial project constraints and/or traffic impact. Such projects include, but are not limited to new, reconstruction, extension, or widening/improvements of medium to large roadway/bridge projects with

substantial constraints and/or traffic impact. Category IV projects may also include certain med-size high-risk

projects of relative complexity that include provisions for special time-related constraints or conditions as described below.

A. Criteria for Category IV Projects – Category IV projects must generally meet the following criteria:

i) Medium to large size projects with contract duration generally spanning 3 or more construction

seasons; or

ii) Estimated contract value generally between $10M and $75M; or

iii) Contract contain Special Provisions for special time-related conditions, such as Contract interim

milestones, Incentives/Disincentives, A+B bidding, or Lane Rental, etc.; and

iv) Multiple concurrent work-paths; and

v) Complex construction staging, phasing, or MOT issues; and

vi) Complex constructability issues; and

vii) Substantial traffic impact and limitations to the work; or

viii) May include major utility relocation/adjustments; and

ix) Project has no major materials delivery restrictions, environmental impacts, right-of-way acquisitions,


On a case by case basis, certain relatively complex and high risk projects with estimated contract value less

than $10M that generally meet the criteria listed above may qualify as Category IV, as determined by the ACE. In such cases, the ACE should consult with the State Construction Scheduler for concurrence.

On a case by case basis, certain relatively complex and high risk projects with estimated contract value over

$75M that generally meet the criteria listed above may qualify as Category IV, as determined by the ACE.

B. Examples of Category IV Projects – The following are typical Category IV projects:

Major urban intersection improvements, including widening and multiple turn lanes with utilities, lighting and/or signal installation (medium to large size, complex, and significant traffic impact);

Rural/Urban new construction or reconstruction grade separation roadway and bridge projects (medium to large size, complex, major corridor);

Major bridge deck replacements (substructure repairs, multi-span, multi-lane, major corridor, with significant traffic impact);

Major bridge & drainage structure replacements (multi-span with extensive approach work);

Major widening projects (medium to large size and complexity, major corridor, with significant traffic

impact).

C. Scheduling Requirements for Category IV – As the size, complexity, and associated risks grow, a

scheduling tool that allows for adequate planning and scheduling of multiple concurrent operations is needed to execute and control the Work. For such projects, a tool that allows for an accurate assessment of the

reasonableness of the schedule and current status of the activities and the project based on costs is also needed to control the project and to manage schedule-related risks on the project. The Category IV scheduling and

Progress Schedule submission requirements are based on the Category III requirements with additional requirements as described below:


i) A Preliminary Progress Schedule to provide a start-up schedule to execute and monitor the Work for

the first ninety (90) calendar days.

ii) A written Baseline Progress Schedule Narrative describing the contractors initial proposed sequence

and work plan.

iii) A cost-loaded Baseline Progress Schedule showing in a CPM format, the times within which the individual activities that make up the project will be accomplished. The cost-loaded schedule will be

used to generate the time-distributed cost data on which the Progress Earnings Schedule is based.

iv) A Baseline Progress Earnings Schedule (Form C-13CPM) based on time-distributed cost data

generated from the cost-loaded schedule to show the planned progress for each month in terms of percent complete. Percent complete is based on anticipated earnings relative to the total contract

value.

v) A 30-day look-ahead schedule to depict work planned for the next period.

vi) A monthly update of the Progress Schedule is required to show the actual progress and the current plan to complete the remaining work.

vii) A revision of the Baseline Progress Schedule is required when the schedule has been significantly impacted by a change in the Work or condition or the contractor has deviated significantly from his



6. Category V – Category V is the highest level of the project ranking system for typical construction projects, which represents very complex and very costly mega-projects that are typically completed within four or more construction

seasons. Category V projects typically involve very large multiple multi-phased contracts with substantial project constraints and/or significant traffic impact. Such projects typically involve major roadway/bridge

construction/widening, very complex multiple-span bridges, tunnels, or major interchange work on major corridors.

A. Criteria for Category V Projects – Category V projects must generally meet the following criteria:

i) Very large projects with contract duration generally spanning 3 or more construction seasons; or

ii) Estimated contract value generally greater than $75M; and

iii) Contract contain Special Provisions for special time-related conditions, such as Contract interim

milestones, Incentives/Disincentives, A+B bidding, or Lane Rental, etc.; and

iv) Considerable number of concurrent work-paths; and

v) Complex construction staging, phasing, or MOT issues; and

vi) Complex constructability issues; and

vii) Substantial traffic impact and limitations to the work; and

viii) Substantial number of right-of-way acquisitions and/or relocations; or

ix) Major material delivery restrictions; or

x) Significant utility relocation/adjustments; or

xi) Major environmental or community impact.

On a case by case basis, certain relatively complex and very high risk projects with estimated contract value less than $75M that generally meet the above listed criteria may qualify as Category V, as determined by the

ACE. In such cases, the ACE should consult with the State Construction Scheduler for concurrence.

B. Examples of Category V Projects – The following are typical Category V projects:

Major rural/urban new construction or reconstruction grade separation roadway and bridge projects

(large size, complex, major corridor, significant traffic impact);

Major widening projects (large size, complex, major corridor, significant traffic impact);

Major interchange projects (large size, complex, major corridor, significant traffic impact);

Major bridge deck replacement projects (large size or multiple bridges, complex, major corridor,

significant traffic impact);

Individual Category III or IV level projects that are included in multiple-contract mega-projects like Woodrow Wilson, Springfield Interchange, etc.).

C. Scheduling Requirements for Category V – As the size, complexity, and associated risks grow, a scheduling

tool that will allow for adequate planning and scheduling of multiple concurrent operations, projects, manpower, equipment, and expenditures is required to accomplish the Work. Such scheduling tool should also allow for an

accurate assessment of the status of the individual activities and the project; as well as progress of selected

major operations that will have the greatest influence on the schedule.

The Category V scheduling and Progress Schedule submission requirements are based on the Category IV requirements with additional requirements as described below:

i) A qualified and dedicated project scheduler/coordinator to coordinate all scheduling meetings and issues.


ii) Contractor’s working on a Category V project will be required to develop and maintain their schedules in a collaborative environment within the VDOT scheduling database.

iii) A written Baseline Progress Schedule Narrative describing the contractors initial proposed sequence

and work plan.

iv) A Preliminary Progress Schedule to provide a start-up schedule to execute and monitor the Work for

the one hundred and twenty (120) calendar days.

v) A cost-loaded and resource-loaded Baseline Progress Schedule showing in a CPM format, the times within which the individual activities that make up the project will be accomplished. The cost-loaded

schedule will be used to generate the time-distributed cost data on which the Progress Earnings

Schedule is based.

vi) A Baseline Progress Earnings Schedule (Form C-13CPM) based on time-distributed cost data generated from the cost-loaded schedule to show the planned progress for each month in terms of

percent complete. Percent complete is based on anticipated earnings relative to the total contract

value.

vii) A Commodity Progress Report (Form C-13COM) to show the anticipated progress of selected items of work, whose rate of progress will have the greatest influence on the schedule.

viii) A weekly four-week look-ahead schedule detailing work planned for the next four weeks.

ix) A monthly update of the Progress Schedule is required to show the actual progress and the current

plan to complete the remaining work.

x) A revision of the Baseline Progress Schedule is required when the schedule has been significantly

impacted by a change in the Work or condition or the contractor has deviated significantly from his baseline plan or schedule.

vdot training manual

Documents